How to save costs when procuring tech gadgets for your company
Buying tech gadgets for your company can feel like playing a never-ending game of spend more than you planned. The latest devices promise to increase efficiency, but the price tags? They can drain your budget faster than a low-battery warning.
But what if you could cut costs without cutting corners?
We spoke to business leaders who have mastered the art of smart tech procurement. Their strategies go beyond the usual “wait for Black Friday” advice. These are real, tested methods that have saved them thousands, even millions.
Ready to see what they talked about? Let’s dive in.
Key Takeaways
📌Long-term supplier relationships pay off. Building trust with suppliers can lead to exclusive discounts and better terms
📌Bulk buying saves money and simplifies procurement. Consolidating orders helps secure volume discounts and streamlines the process.
📌 The best deal isn’t always the cheapest upfront. Considering total cost of ownership, like maintenance, support, and efficiency, can lead to smarter investments.
📌Refurbished and trade-in programs offer huge savings. Certified refurbished gadgets perform just as well as new ones, and trade-ins can cut upgrade costs significantly.
Table of contents
- Build long-term supplier relationships
- Leverage bulk purchasing for volume discounts
- Conduct market research to time purchases
- Focus on total cost of ownership
- Consider certified refurbished gadgets
- Take advantage of trade-in programs
- Use regional sourcing to cut costs
- Consumer vs. industry-specific devices
- Standardize tech lifecycle and extend replacement cycles
- How gamp helps you get more gadgets for less
- Wrapping up
1. Build long-term supplier relationships
If you’re treating your tech suppliers like one-time flings, you’re missing out on a huge advantage: loyalty discounts.
Companies that establish long-term relationships with their suppliers most times get better pricing, priority service, and insider deals that aren’t available to casual buyers.
Balázs Keszthelyi, CEO of TechnoLynx, has seen firsthand how supplier relationships can translate into major savings.
"We partnered with a tech supplier for several years, which allowed us to secure discounts that were not available to new customers."
Think of it like your neighborhood restaurant. If you’re a regular, the staff might throw in an extra meat or give you the best table without asking. The same logic applies in the business world: consistent, reliable customers get perks.
How to make this work for your business:
- Negotiate beyond just price: Ask for better warranties, extended return policies, or priority service.
- Be a reliable customer: Pay on time, communicate clearly, and don’t just reach out when you need a discount.
- Look for suppliers that align with your needs: The best partnerships come from mutual benefit.
2. Leverage bulk purchasing for volume discounts
Buying in bulk isn’t just for warehouses and wholesalers. If your company needs multiple laptops, tablets, or accessories, consolidating orders can lead to huge savings.
"We consolidate orders to take advantage of volume discounts," says Balázs. "This not only reduces costs but also simplifies the procurement process."
Why bulk purchasing works
- Lower Costs: Many vendors offer tiered pricing; the more you buy, the bigger the discount.
- Simplified Procurement: Instead of multiple small purchases (each with its own invoice and delivery schedule), a bulk order streamlines the process.
- Easier Budget Planning: Buying in bulk helps you forecast expenses and avoid last-minute tech emergencies.
How to make this work for your business:
- Plan your tech needs ahead of time. Don’t wait until you’re scrambling for replacements.
- Team up with other departments or branches to place larger orders together.
- Ask your supplier about volume discounts. You might be surprised at how much you can save.
3. Conduct market research to time purchases
Tech prices fluctuate like crazy. One week a laptop costs ₦800K. A month later, a new model launches, and the old one drops to ₦650K. If you’re not timing your purchases wisely, you could be leaving money on the table.
Balázs shares a real-world example:
"We once delayed a purchase of laptops after discovering a forthcoming model release. This allowed us to acquire superior technology at a better price point."
In other words, patience pays. By staying informed about upcoming product launches and industry trends, TechnoLynx secured better devices for less.
How to make this work for your business:
- Monitor upcoming product releases. New models mean price drops for older (but still excellent) versions.
- Look for seasonal sales. Many businesses refresh their gadgets at the end of the year. Vendors know this and sometimes run promotions.
- Follow price trends. Some brands have predictable pricing cycles. Knowing when they drop prices can help you buy at the right time.
4. Focus on total cost of ownership
Buying the cheapest gadget might seem like a win until it breaks down, drinks energy, or requires constant maintenance. That’s why smart businesses don’t just look at the price tag; they consider the total cost of ownership (TCO).
Balázs Keszthelyi, CEO of TechnoLynx, puts it best:
"We focus on evaluating the total cost of ownership rather than just the initial purchase price. This means considering factors such as maintenance, support, and energy consumption. By investing in higher-quality gadgets, we often save money in the long run."
Why higher-quality gadgets can be cheaper in the long run
- Fewer repairs and replacements: A cheaper device that breaks down every year will cost you more than a durable one that lasts five.
- Lower energy costs: Energy-efficient devices can reduce electricity bills, especially when used at scale.
- Better support and warranty: High-end gadgets often come with extended warranties and better customer support, reducing IT headaches.
How to make this work for your business:
- Compare energy ratings, especially for power-hungry devices like servers and workstations.
- Check manufacturer warranties and support plans before choosing a device.
- Think long-term. A laptop that lasts 5 years is a better investment than one that dies in 2.
Ilaya Teejay
5. Consider certified refurbished gadgets
Refurbished gadgets get a bad rep, but not all “used” gadgets are equal. Certified refurbished devices can perform just as well as new ones and at a fraction of the cost.
Jehann Biggs, President of In2Green, has seen massive savings from this strategy:
"We recently bought refurbished laptops for our team. These were the previous year’s models, thoroughly tested, and sold with a warranty. The savings were substantial, and the performance was just as good as buying brand-new devices.";
Why refurbished gadgets make sense
- Huge cost savings: Refurbished gadgets cost 30-50% less than new ones.
- Quality assurance: Certified refurbishers test and restore devices to meet like-new performance.
- Warranty protection: Many come with warranties, so you’re not risking a dud.
Ilaya Teejay
How to make this work for your business:
- Only buy from certified refurbishers (Apple, Dell, and Lenovo have excellent programs).
- Check the warranty & return policy before purchasing.
- Look for last year’s models; they’re just as powerful but way cheaper.
6. Take advantage of trade-in programs
Why pay full price for new devices when you can exchange your old devices for a discount? Many manufacturers and retailers like gamp offer trade-in programs, letting companies upgrade for less.
Sean Clancy, Managing Director of SEO Gold Coast, swears by this approach:
"Instead of buying all-new equipment, we trade in older gadgets for discounts on new ones. When we upgraded our laptops, we received significant credit toward the new purchase. This method keeps our tech up-to-date without the hefty price tag."
How trade-ins save money
- Reduce upgrade costs: Get credit toward new devices instead of paying full price.
- Declutter & repurpose old tech: Turn outdated devices into something useful.
- Keep up with new technology without stretching the budget.
How to make this work for your business:
- Check with manufacturers: Apple, Samsung, Dell, and HP have strong trade-in programs.
- Trade in while the value is high: The older the device, the less it’s worth.
- Bundle multiple trade-ins to maximize discounts on bulk orders.
7. Use regional sourcing to cut costs
Did you know that the same laptop could cost 22% less just by buying it in a different country?
Companies that source strategically across regions can get massive savings and Surespan has the receipts to prove it.
"During our South American expansion, we discovered 22% price differences for identical equipment between countries. By centralizing procurement decisions but executing purchases locally, we saved $37,000 on field tablets and laptops in our first quarter alone." – Thomas Davies, Commercial Director, Surespan
How regional sourcing saves money
- Price variations by region: Tech gadgets can cost less in certain markets due to local economic factors and supply chains.
- Bulk discounts across borders: Ordering in bulk from cost-effective regions can drive down expenses.
How to make this work for your business:
- Compare regional pricing before making bulk purchases.
- Work with local suppliers to avoid high import costs.
- Consider tax implications. Some regions offer tax breaks on business tech purchases.
8. Consumer vs. industry-specific devices: smarter choices
Businesses default to industry-specific devices because they seem like the "professional" choice. But what if a regular consumer gadget + the right protection could do the same job for way less?
Surespan tested this theory, and the results were staggering:
"We switched from specialized, rugged construction tablets ($1,800/unit) to consumer tablets with aftermarket protective cases ($680/unit). After six months in the field, failure rates remained identical while saving us $56,000 across teams." - Thomas Davies, Commercial Director, Surespan
Why consumer tech is often the smarter buy
- Lower upfront cost: Consumer gadgets are way cheaper than industry-specific versions.
- Similar performance: Many consumer devices meet the same standards as industry-grade ones.
- Protection matters: The right case, software, and maintenance can make a regular device last just as long.
How to make this work for your business:
- Compare the specs: Does the industry-specific device actually offer more?
- Invest in high-quality protective gear: Cases, screen protectors, and rugged add-ons.
- Test before scaling: Start with a pilot group to measure durability.
9. Standardize tech lifecycle and extend replacement cycles
Frequent gadget replacements are a silent budget killer. Standardizing devices and extending their lifespans can slash costs without sacrificing efficiency.
Surespan streamlined their device management and saw instant results:
"We implemented three standard laptop configurations across our organization and extended replacement cycles from 24 to 36 months, reducing our annual tech refresh costs by 31%. The standardization also cut IT support requirements by eliminating compatibility issues." - Thomas Davies, Commercial Director, Surespan
How standardization and longer lifecycles save money
- Fewer device variants = lower IT costs: Less time troubleshooting compatibility issues.
- Longer replacement cycles: Extending refresh cycles from 2 years to 3 can cut costs by a third.
- Bulk purchasing of one model: Standardizing devices means bigger discounts when buying in bulk.
How to make this work for your business:
- Pick 2-3 standard devices that meet most employee needs.
- Extend replacement cycles from 2 years to 3 (or more).
- Negotiate bulk discounts for standardized models.
How gamp helps you get more gadgets for less
To save money on your tech gadgets isn’t just to hunt for the lowest prices. You also need to make smart decisions that keep your business running without breaking the bank. That’s exactly what we do at gamp.
Here’s how we help businesses like yours cut costs without cutting corners:
- Upgrade now, pay over time: Need new gadgets but don’t want to drain your cash flow? With our business gadget financing, you can spread out payments and get the devices you need.
- Swap or trade in old gadgets: Don’t let old gadgets gather dust. Trade in your used devices for newer models.
- New and UK-used devices that fit your budget: Whether you want the latest gadgets, refurbished or a quality-assured pre-owned device, we make sure you get reliable gadgets at the best price.
- Keep your gadgets safe and running longer: With MDM (mobile device management) and device protection, you can avoid surprise costs from damage or security risks.
Wrapping Up
Saving costs on tech gadgets comes down to making smarter choices. Build strong supplier relationships, buy in bulk, time your purchases, and don’t overlook trade-ins or refurbished options.
Even small tweaks, like standardizing devices or auditing software subscriptions, can save your company a fortune.
And if you need a tech partner that helps you spend less while getting more, gamp has you covered.