How finance teams should think about work gadgets

Buying work gadgets based only on cost is one of the easiest ways to lose money slowly.

Yes, we calculate depreciation. Yes, we stretch budgets. But if a tool doesn’t help people work better, faster, or more comfortably, what exactly are we saving?

This is where finance teams need to think beyond accounting tables and start weighing both depreciation and return on investment (ROI).

Depreciation

Depreciation occurs when an asset's value drops over time. Finance teams are already tracking it in spreadsheets, allocating it across budgets, and using it to calculate tax deductions.

For work gadgets and tools, there’s a little difference in how they should be seen. This is because not all devices depreciate in the same way. Some lose value fast; others retain it longer. For example:

• A mid-range laptop might depreciate by 50% in its first year.
• A  new MacBook might still retain 60–70% of its value in its second year because it’s a MacBook (it's got the Apple hype), and it is durable.
• A custom workstation may have resale value close to zero, even if it's powerful, because it’s too niche.

And then there’s tech obsolescence, when a device works but is no longer supported or compatible with modern software. That’s not in the depreciation table, but it hits the business just as hard.

In the books, finance teams mostly deal with straight-line depreciation, and it won’t always reflect the real-world usefulness. So this means they need to look beyond the formulas and consider how quickly a device wil become outdated.

ROI

While depreciation tells us how fast a gadget loses value, ROI tells us how much value it creates while we’re using it.

In the context of work gadgets, ROI goes beyond revenue or resale. It also involves:

• Time saved: How much faster can your team work with this tool?
• Reduced downtime: How often does it crash or need repairs?
• Employee efficiency: Are people working smoothly, or are they getting frustrated by laggy tech?
• Total cost of ownership: What’s the cost of support, updates, and maintenance over time?

Let’s put it in perspective:

Let’s say your company decides to buy cheaper gadgets to save costs. But after six months, the devices are beginning to slow down, and your team is spending an extra 15 minutes daily dealing with a slow laptop. 

That’s 5+ hours lost per employee every month. Multiply that by 10 team members, and that’s 50 hours of lost productivity every month.

Meanwhile, an expensive device would have cost more money, but if it’s not giving you issues and lasts longer, supporting your team’s productivity, the return exceeds the cost of buying.A work gadget might depreciate quickly, but if it delivers a strong ROI in the form of productivity, reliability, and employee satisfaction, it’s still a smart investment.

How to make the smarter call

So how should finance teams decide if a gadget is worth the spend?

It starts with looking beyond the price and asking the right questions. Here’s a simple way to break it down:

Productivity gains:

Will this gadget help the team work faster, smoother, or more efficiently? A really good laptop can save time being spent on a task/ project, which then adds up to something powerful.

Lifespan and support:

How long before this device becomes slow, outdated, or unsupported?Cheaper devices may need to be replaced sooner, meaning more frequent capital outlay and downtime.

Total cost of ownership (TCO):

This includes not just the purchase price but repairs, maintenance, accessories, and IT support.Sometimes, what looks affordable at first becomes expensive in the long run.

Resale or repurpose value:

Will the gadget have value after two or three years? Can it be handed down internally, resold, or recycled through a buy-back program?

Impact on team morale:

This one can be easy to overlook, but an outdated, frustrating laptop can kill motivation––I have stories for days.A smooth, fast device can signal to employees: We value your time and your work.

The smarter call is the one that balances cost, depreciation, and ROI and aligns with how your teams actually work. 

Final thoughts

Finance is often seen as the department of “no.”No to new gadgets. No to upgrades. No to anything that sounds like an extra cost.

But, finance has an opportunity to shift that narrative from gatekeeper to strategic partner.

Instead of asking, “Is this too expensive?”We should be asking, “What does this investment enable?”

When finance teams look at both depreciation and ROI, they can help the business:

• Make smarter, long-term decisions
• Avoid false savings that cost more in lost productivity
• Invest in tools that support people doing their best work

The smartest spend is the one that pays you back.