The Hidden Cost of Managing IT Hardware In-House

Introduction: It starts with a cupboard

It usually begins innocently. A few spare laptops, a box of keyboards, a cupboard under the stairs labelled “IT storage.” Then hybrid work arrives. Suddenly those cupboards become entire rooms, filled with devices that no one is quite sure are new, retired or missing.

Every laptop now represents cost, compliance risk and lost time. What once felt manageable has become a distraction from what IT teams are actually meant to do: keeping people productive and data secure.

The false economy of doing it yourself

On paper, managing IT equipment internally looks cheaper. In practice, it hides a range of costs that rarely make it onto a spreadsheet.

1. Real estate

Office space in major UK cities averages more than £100 per square foot. That corner room full of old laptops is not free. It’s an expensive storage unit eating into operational budgets that could be better spent elsewhere.

2. Staff time

Most IT managers did not sign up to become warehouse supervisors. Every hour spent unpacking boxes, logging serial numbers or arranging couriers is time taken away from higher-value work like cybersecurity and automation.

3. Lost assets

Analysts estimate that 5–10% of employees misplace or lose IT assets annually. Untracked devices are not just wasted money, they are potential data-security liabilities.

4. Opportunity cost

Manual processes delay everything. Waiting for a courier, reconciling spreadsheets or chasing a missing charger all add up to slower onboarding and reduced productivity.

The risk layer: security, compliance and ESG

Keeping hardware on-site might feel safer, but it often increases risk.

• Data protection – A single unreturned laptop containing personal data can trigger a GDPR investigation.
• Security – Without certified data erasure, there is no audit trail proving that sensitive information was destroyed correctly.
• Sustainability – Storing unused devices leads to unnecessary procurement and waste. Poor recycling practices can harm ESG scores and brand reputation.

In-house management makes it harder to maintain consistent compliance, particularly across hybrid or international teams.

Why outsourcing works (when done right)

Outsourcing IT logistics is not about losing control. It is about gaining visibility. The right partner acts as an operational extension of your IT team, giving you insight without the admin burden.

A platform like Equippy centralises every stage of the hardware lifecycle:

• Offsite storage in secure, insured facilities.
• Real-time asset tracking through a central portal.
• Automated reporting linked to HR and finance systems.
• Vendor-agnostic procurement so you keep existing suppliers.
• Certified data destruction for end-of-life devices.

You see where every asset is without adding more software or spreadsheets.

Proof in practice

A 2,000-employee fintech freed ~£40,000 worth of office space after centralising through Equippy.

The IT team now focuses on cybersecurity and user support instead of warehouse management. (Read the full case study on our website.)

The bigger picture: control through visibility

Control is not about having equipment physically close. It is about knowing, with certainty, where everything is, how much it costs and whether it complies with policy.

In-house storage hides this information behind paperwork and people’s memories. Modern IT operations demand data-driven visibility instead.

Conclusion: from hidden cost to competitive edge

Hybrid work and global teams have made logistics a core IT function. Businesses that treat hardware like inventory rather than infrastructure will fall behind.

Equippy provides the balance between control and simplicity: secure storage, transparent reporting and automation that scales.

Ready to see what your in-house IT management is really costing you? Drop us an email at: hello@equippy.com