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For most Indian startups, IT expenses quickly become one of the biggest cost centers. From laptops and software licenses to IT support and replacements, it’s easy for costs to spiral—especially when every rupee of cash flow matters. The challenge? Balancing growth, employee productivity, and financial discipline.
The good news is that smart founders, CFOs, and IT leaders are finding ways to reduce IT costs without cutting corners. Whether you’re a seed-stage company or scaling fast, these hacks will help you optimize IT spend while ensuring your team has the tools they need to perform.
1. Switch from CapEx to OpEx with Device-as-a-Service (DaaS)
Traditionally, startups in India buy laptops and devices outright. This requires heavy upfront CapEx (₹50,000–₹1 lakh per laptop). Not only does this drain cash, but it also locks you into devices that depreciate fast.
A smarter option is Device-as-a-Service (DaaS). Instead of buying, you lease laptops, desktops, and devices on a monthly subscription model.
Benefits of DaaS for startups:
- Free up cash flow by avoiding upfront costs
- Easy upgrades when new devices are needed
- No resale hassle — simply return or refresh
- Predictable monthly OpEx makes budgeting easier
- IT support and warranty bundled in
Example: A startup with 20 employees can save ₹10–15 lakhs upfront by choosing DaaS with providers like Swish Club instead of buying outright.
2. Opt for Cloud-Based Software Over Costly Licenses
Instead of buying one-time licenses for heavy software, move to SaaS (Software-as-a-Service) tools. Cloud tools are subscription-based, cheaper upfront, and scalable as your team grows.
- Accounting & Finance: Tally → Zoho Books / QuickBooks
- Design: Photoshop licenses → Canva Pro / Figma
- Servers: On-premise hardware → AWS, Azure, DigitalOcean
Pro tip: Many SaaS platforms offer startup credits (AWS Activate, Notion for Startups, Freshworks for Startups). Apply early to save lakhs in software costs.
3. Embrace Refurbished or Certified Pre-Owned Devices
If leasing isn’t the right fit yet, refurbished laptops are a middle ground. Certified pre-owned devices from trusted vendors come at 30–50% lower cost than new ones, with warranty included.
Look for:
- OEM-certified sellers (Dell Outlet, Amazon Renewed, etc.)
- 6–12 months warranty minimum
- Devices no older than 2–3 years
For roles like interns, SDRs, or content writers, refurbished devices are a cost-effective choice without hurting productivity.
4. Centralize IT Procurement & Standardize Devices
Many startups waste money by letting every employee choose their own device or software. This leads to fragmentation, higher support costs, and unused subscriptions.
Instead:
- Standardize devices (e.g., all employees get MacBook Air or Dell Latitude depending on role)
- Centralize IT buying under one owner (Finance/IT/Admin)
- Negotiate bulk purchase discounts
Impact: Reduced IT support complexity and up to 15–20% savings on procurement.
5. Leverage EMI & Financing—But Wisely
If you must buy devices outright, don’t burn cash reserves. Use EMIs or NBFC financing. Many OEMs (Apple, Dell, Lenovo) and fintech providers offer 0% EMI or low-interest financing on business laptops.
This helps:
- Spread out costs
- Align cash outflow with revenue cycles
- Preserve runway for growth investments
But be cautious: EMIs still make you the owner of depreciating assets. If upgrades are frequent, DaaS may still be cheaper in the long run.
You may also like: The Hidden Costs of Device Ownership: A CFO's Guide to DaaS ROI
6. Monitor & Eliminate Shadow IT
“Shadow IT” refers to employees using tools/software without IT or finance approval—leading to duplicate costs and security risks.
Example: Different teams paying separately for Zoom, Slack, or design tools.
How to fix it:
- Use SaaS management platforms (Sastrify, Spendflo, Productiv)
- Consolidate subscriptions under one admin
- Audit quarterly for unused or duplicate tools
Startups save 10–30% annually just by cutting unused SaaS spend.
7. Outsource IT Support Instead of Hiring Full-Time
Hiring a full-time IT admin early can cost ₹6–10 lakhs per year. Instead, consider outsourcing IT support to managed service providers (MSPs) or bundling support with your DaaS provider.
Benefits:
- Pay-as-you-go IT support
- 24/7 availability without fixed salaries
- Expertise across multiple tech stacks
For early-stage startups, outsourced IT + smart procurement = massive cost savings.
Conclusion
For Indian startups, saving on IT spend is not just about cutting costs—it’s about financial agility. Every rupee saved on depreciating IT assets is a rupee that can fuel growth, marketing, or hiring.
By embracing DaaS, SaaS, refurbished devices, centralized buying, smart financing, SaaS audits, and outsourced IT, you can save lakhs per year while keeping your team productive.
This is exactly why more founders, CFOs, and IT leaders are choosing Swish Club’s Device-as-a-Service model — turning IT from a headache into a growth enabler.
FAQs
What is the best way for startups to save on IT costs in India?
The best way is to switch from CapEx-heavy purchases to OpEx models like Device-as-a-Service (DaaS), adopt SaaS tools, and eliminate unused software.
Is leasing laptops cheaper than buying for startups?
Yes. Leasing through DaaS providers avoids heavy upfront costs, includes maintenance, and allows easy upgrades—making it cheaper in the long run.
Should startups use refurbished laptops?
Yes, for certain roles. Certified refurbished devices can cut costs by 30–50% without affecting performance.
How can CFOs track IT spend better?
By centralizing procurement, auditing SaaS tools quarterly, and standardizing devices to avoid hidden costs.
