What Smart Organizations Are Budgeting for in 2027

Key Takeaways

Review renewals before committing and leave room for planned growth and unexpected costs.

The server is still running. The copier lease has another year left. Most of your software subscriptions renew automatically.

 

At first glance, next year’s technology budget might look much like this year’s. But those familiar expenses don’t tell you whether your technology still fits your organization or what you might be overlooking.

 

Perhaps your team has grown, a few computers are generating more support calls, or nobody can remember the last time a backup was restored and tested. Those details belong in the budget conversation.

 

At Centriworks, we start technology planning by reviewing the systems your team uses, the problems they’re experiencing, and your plans for the year ahead. As you build your 2027 budget, here are six areas to review.

1. Cybersecurity Protection

For many organizations, cybersecurity has become a significant technology risk and a potential source of substantial unplanned expense.

Your organization may have changed since you last reviewed its security. New staff, additional applications, and remote access can all introduce requirements your current budget doesn’t cover.

Start by reviewing the protections already in place.

Are all business computers protected by current security tools, including endpoint protection, against threats that could disrupt operations, expose sensitive information, or create compliance issues?

Is multifactor authentication enabled where available? Who reviews security alerts, and who takes action when something looks suspicious?

Keeping those protections current also takes time and resources. Your budget should account for patching, reviewing access permissions, monitoring systems, and giving staff regular guidance on recognizing and reporting suspicious activity.

If your organization has compliance obligations or cyber insurance requirements, allow for reviewing the relevant controls and maintaining the required documentation.

A security assessment can help bring these needs into focus. We recommend using the findings to identify gaps, understand their potential impact, and decide which improvements to fund first.

Before you budget: Ask your IT team or provider to explain your most significant security gaps and the cost of addressing them.

2. Backup and Recovery

A successful backup does not guarantee a successful recovery. What matters is how quickly your organization can restore critical systems and resume operations.

If a server fails tomorrow, which systems would you restore first? How long would recovery take? Would your staff know whom to call?

Start by confirming which servers, applications, and cloud services your backups cover, especially if you’ve added or changed systems during the year.

Then consider how quickly you would need to restore them. Your scheduling software might be essential within an hour, while an archive could wait longer. Those priorities help determine the recovery capabilities you should budget for. Your recovery plan should also identify who is responsible for getting those systems back up and running.

Include recovery testing in your 2027 budget, along with any work needed to address problems the testing uncovers. A test gives you a better understanding of whether your recovery arrangements can meet your needs.

Before you budget: Ask when your most important systems were last successfully restored in a test and what the results showed.

3. Equipment Replacement

You may be able to keep equipment for another year, but consider its condition, repair costs, and security support before postponing a replacement.

A computer that still turns on may struggle with the software someone uses every morning. An aging server may require increasingly frequent repairs. A network device may no longer receive security updates.

Review equipment by condition, support status, repair history, and importance to the organization. Then schedule replacements according to those findings.

Remember to budget for installation, configuration, data migration, staff training, and secure disposal of old equipment. The purchase price is only part of the total cost.

At Centriworks, we help organizations consider these expenses together so replacements can be planned around their needs and budget.

Before you budget: Identify equipment that could require replacement in 2027 and separate urgent needs from purchases that can reasonably wait.

4. Software and Cloud Services

Software subscriptions and cloud services often renew automatically, making it easy to keep paying without reviewing whether they still fit your needs.

Check for licenses assigned to former staff, subscriptions with overlapping features, and plans that no longer match your headcount. Review cloud storage and other usage charges as well.

Talk with the people using the tools before making cuts. A tool used only a few times a month might support payroll, reporting, or another important task. Low usage alone doesn’t tell you whether it has value.

If you’re considering a cloud migration, account for more than the monthly subscription. Moving data, configuring access, protecting accounts, arranging backups, and supporting users all take resources.

Before you budget: Create a renewal calendar with someone responsible for reviewing each agreement and enough time to review it before the cancellation deadline.

5. Print and Document Costs

A copier agreement signed several years ago may no longer reflect how your team works. You might be printing less and scanning more, or sending jobs to an outside print shop that your current equipment can’t handle.

Before renewing an agreement or replacing equipment, look at how people use your printers and copiers today. Review print volumes, service history, supply costs, and outside printing expenses, then ask staff where they run into problems.

Their feedback can explain what the numbers don’t show. Repeated paper jams, scans sent to the wrong destination, or equipment that struggles with certain documents can all add time and frustration to routine tasks.

At Centriworks, we can help you review those findings and decide whether changes to your equipment, settings, or service agreement would better support your team.

Before you budget: Gather print volumes, service records, and staff feedback to identify what’s working and what deserves attention before your next renewal.

6. Support, Training, and Growth

The cost of technology includes the ongoing work of maintaining equipment, helping users, and managing accounts. Your 2027 budget should cover the support your team needs throughout the year.

If you have internal IT staff, ask where they’re stretched and which responsibilities could benefit from outside expertise. Include training when introducing software or changing familiar processes, giving people time to learn, ask questions, and practice.

Consider your plans for 2027 as well. New hires may require computers, licenses, phones, and network access. An additional location could require internet service, network equipment, printers, and security cameras.

Set aside funds for unexpected costs, too. Consider your equipment’s condition, what your service agreements cover, and how much an unplanned repair or replacement could affect your budget.

Before you budget: Share plans for hiring, expansion, or changes to your services with your IT team or provider so they can estimate the related technology costs.

What to Do Next: Look Beyond Last Year’s Numbers

Last year’s spending can help you estimate costs, but your 2027 budget should also reflect what has changed.

Recurring equipment problems, new security requirements, and hiring or expansion plans can all affect where you spend.

Before finalizing the numbers, bring those changes into the conversation with your IT team or provider. Ask what deserves attention first, what can wait, and which costs you should anticipate over the next year.

Ready to Build Your 2027 Technology Budget?

If you’re wondering what to include in next year’s technology budget, we can help. At Centriworks, we work with organizations across East Tennessee and the surrounding region to review their technology and plan for what’s ahead.

Download our 2027 Technology Budgeting Guide add link here for guidance on costs to consider, planning for growth, and deciding where to focus your spending. Or contact us to talk through your organization’s technology needs and plans for 2027.

Frequently Asked Questions

Should technology spending increase every year?

Not necessarily. The goal is not to spend more every year, but to align technology spending with business needs, security requirements, and operational priorities. Some years may require major upgrades, while others may focus on maintaining and improving existing systems.

How much should we budget for technology in 2027?

Start with your existing costs, equipment condition, security requirements, and business plans. A percentage of revenue can serve as a reference point, but it won’t reveal overdue replacements or support gaps. Build your estimate around documented needs.

What should we prioritize if our budget is limited?

Start with issues that could expose sensitive information, interrupt essential work, or prevent recovery. Ask your IT team or provider to explain the consequences of delaying each item so you can make informed tradeoffs.

How often should we review our technology budget?

A quarterly review is a useful starting point. Review it sooner if you plan an expansion, make a significant staffing change, or discover a problem that affects your priorities.

We’re ready to help you work smarter.