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Local Sarasota/Osprey IT Partner • 30+ years experience

IT Cost Savings & Risk Calculator • 2026 Benchmark Model

In 2026, Silence is the Most Expensive Security Strategy.

Is your IT budget protecting your business — or just keeping the lights on? Quantify your hidden risk and see the $22,000+ annual benefit of proactive managed IT in the Sarasota area.

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IT Savings Cost Calculator

Better IT Isn't a Cost. It’s a Growth Engine.

Enter your business basics below. Our proprietary algorithm uses 2026 industry benchmarks for the Sarasota area to estimate your financial liability.

$77,000

For a typical 10-employee business in Sarasota, transitioning from “Break/Fix” to “Proactive Managed IT” yields an average $77,000 annual impact.

Downtime Savings

$6,200 Savings: Reduced employee downtime (billable hours recovered).

Risk Reduction

$6,000 Risk Reduction: Lowered expected cost of Ransomware/Data loss.

Reclaimed Time

$7,800 Reclaimed Time: Management & Owner time spent troubleshooting.

Growth Lift

$55,000 Growth Lift: Revenue growth through removed productivity friction.

We don’t just fix computers; we buy you back your time and protect your reputation.

See Your Exact Numbers.

Enter your office details below. Our algorithm uses 2026 industry benchmarks to estimate your specific liability and growth potential.

Company Profile

Basic information about your organization used to tailor the IT cost savings analysis.

Enter the name of your company or organization.
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Enter your contact name.
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Please enter a valid email address.
Enter a valid contact email address to receive the Executive Summary.
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Select the closest industry category to apply a default incident-cost baseline. You can override the incident cost later if you have better benchmarks. Common small-business selection: Professional Services or Other.
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Enter annual gross revenue to estimate the cost of downtime and revenue impact. If unknown, use last year’s revenue or a conservative estimate. Common small-business value: $500.000–$3.000.000 per year.
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Enter total headcount (full-time plus regular part-time) that relies on business systems. This drives productivity and downtime impact calculations. Common small-business value: 5–25 employees.
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Enter the total number of company-managed desktops and laptops (include shared/front-desk PCs). This helps size support workload and lifecycle planning. Common small-business value: roughly 1 per employee (5–30 devices).
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Choose the level of compliance/regulatory sensitivity (for example HIPAA or PCI) that could increase breach impact. Higher exposure increases the effective incident cost multiplier. Common small-business value: Low to Medium.
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Select your current cybersecurity maturity to estimate the probability of an incident. This influences expected annual incident cost (risk) in the model. Common small-business value: Average.
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Current IT Spend

Number account of your current IT expenditures to establish a baseline for comparison.

Enter what you currently spend per month on IT support (internal or vendor). Include recurring helpdesk and managed services fees- if any. Common small-business value: $500–$1.500 per month for 10 users.
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Enter the annual total of non-recurring IT emergencies and one-off fixes (after-hours calls, malware cleanups, urgent troubleshooting). If you track invoices, sum the last 12 months. Common small-business value: $1.000–$4.000 per year.
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Estimate annual hardware spend for replacing PCs, laptops, and peripherals. A typical lifecycle is 3–5 years; annualize replacements accordingly. Common small-business value: $1.500–$5.000 per year for 10 devices.
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Enter annual costs for core business software (Microsoft 365/Google Workspace, accounting, line-of-business apps). Include per-user subscriptions. Common small-business value: $2.000–$8.000 per year.
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Enter annual costs for backups and any disaster recovery services. If you are not paying for reliable backups today, enter $0 and model improvements in the optimized section. Common small-business value: $600–$2.400 per year.
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Enter annual costs for endpoint security, email filtering, MFA tools, vulnerability scanning, and related tools. If bundled in your IT plan, you may enter $0 here and account for it in optimized costs. Common small-business value: $600–$3.000 per year.
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Enter annual spend for cloud infrastructure and services beyond software licensing (hosting, cloud storag, Azure/AWS, VoIP hosting, etc.). Include monthly bills multiplied by 12. Common small-business value: $1.200–$6.000 per year.
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Enter annual overages such as project work, onsite fees, after-hours labor, or vendor minimums not included in your base plan. This captures 'surprise' IT spend. Common small-business value: $500–$3.000 per year.
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Enter the annual premium for cyber insurance, if you carry a policy. This is optional but useful for total-cost visibility and optimization comparisons. Common small-business value: $1.000–$5.000 per year (highly variable).
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If you have internal IT staff or an owner who spends significant time on IT, estimate the fully-loaded annual cost attributable to IT work. This helps compare outsourced vs. internal support economics. Common small-business value: $0–$40.000 per year.
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Downtime Assumptions

Parameters to estimate the frequency and impact of IT incidents and downtime on your business.

Estimate total downtime hours per year where employees cannot effectively work due to IT outages, slowness, or recurring issues. Use a conservative estimate if unsure—this is often higher than expected. Common small-business value: 20–60 hours per year across the business.
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Estimate downtime after improvements (managed IT, better patching, networking, and monitoring). This should be materially lower than current downtime to reflect proactive operations. Common small-business value: 5–20 hours per year.
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Multiplier to capture secondary productivity loss beyond direct downtime (context switching, delays, rework). Use 1.3–1.6 for most offices. Common small-business default: 1.4.
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Percent of staff typically affected during an outage (some issues are companywide; others affect a subset). Use 0.4–0.8 depending on centralization. Common small-business default: 0.6.
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Ransomware / Data Breach Assumptions

Parameters to estimate the frequency and impact of ransomware attacks or data breaches on your business.

Default incident cost pulled from the assumptions table based on your selected industry. It represents the estimated total business impact of a meaningful ransomware/breach event. Override it if you have better benchmarks.
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Optional manual override for incident cost if you have better data (industry reports, insurer estimates, or a client risk model). Use this to align the calculator with the client’s environment. Common small-business modeling value: $50.000–$150.000 per incident.
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Multiplier based on regulatory exposure to increase incident cost for compliance-heavy environments. It adjusts the base incident cost upward for higher consequences. Common small-business value: 1.0–1.2.
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Final incident cost used in calculations after applying any override and regulatory multiplier. This value drives expected annual incident cost (probability × impact). Sanity-check this line for realism.
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Estimated annual probability of a significant incident based on your current maturity selection. This is a modeling parameter, not a prediction. Common small-business modeling range: 10%–20%.
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Estimated annual incident probability after implementing better controls. Set conservatively; many SMB models use 3%–8%. Common default in this sheet: 7%.
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Optimized IT Costs

Estimate your IT costs after implementing proactive management, better tools, and improved security.

Enter the proposed managed IT monthly fee for the improved environment. Include helpdesk, monitoring, patching, and core management services. Common small-business value: $1.000–$2.000 per month for 10 users (scope-dependent).
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Annual cost for security tooling and/or managed detection response if not included in the managed IT line item. Include email security, EDR, MDR, and log monitoring as applicable. Common small-business value: $1.200–$6.000 per year.
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Improved backup/DR annual cost (immutable backups, tested restores, offsite retention). This reduces incident and downtime impact when something goes wrong. Common small-business value: $1.200–$3.600 per year.
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Annual budget for lifecycle management and predictable refresh. A stable lifecycle reduces outages and surprise failures. Common small-business value: $1.500–$5.000 per year for 10 devices.
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Optimized cloud services cost after eliminating unused subscriptions/storage and right-sizing plans. This may decrease or increase depending on what is added or removed. Common small-business value: $1.200–$6.000 per year.
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Expected annual overages after optimization (should be lower than current if the plan is inclusive). Use this to keep the model realistic. Common small-business value: $0–$1.500 per year.
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If improved IT/security reduces cyber insurance premiums, enter the reduced premium here. Some carriers offer better terms with MFA, EDR, and tested backups. Common change: 0%–20% reduction (varies).
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Results: Annual and Monthly Savings

Summary of estimated cost savings from optimized IT investments versus current spend and risk.

Total of all current IT spend items annualized, including optional cyber insurance and internal labor if entered. Use this as the current-state baseline for ROI. Many small businesses underestimate this because one-offs are often ignored.
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Average monthly equivalent of your annual current IT cost. This helps compare against monthly managed IT pricing and cash flow. It is calculated as annual current IT cost divided by 12.
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Total of all improved/target-state IT costs annualized. This is compared to current cost to calculate operational savings. Ensure security and backup are included for an apples-to-apples comparison.
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Average monthly equivalent of your annual optimized IT cost. This helps compare “monthly vs monthly” and supports budgeting discussions. It is calculated as annual optimized IT cost divided by 12.
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One-time costs for onboarding, remediation, setup, and standardization (migrations, documentation, security rollout). This is used to calculate payback and first-year net benefit. Common small-business value: $1.500–$7.500 one-time.
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Difference between current annual IT costs and optimized annual IT costs. This reflects cost reduction from proactive operations and fewer overages. It excludes risk and downtime savings.
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Expected annual incident cost in the current state, calculated as effective incident cost × current incident probability. This is a statistical expected value used for planning. It is not a guarantee an incident will occur.
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Expected annual incident cost after improvements, calculated as effective incident cost × improved incident probability. This quantifies risk reduction benefit. Compare against current expected incident cost to validate assumptions.
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Reduction in expected annual incident cost due to improved IT/security maturity. This can be a large driver of ROI where cyber risk is meaningful. Keep probabilities conservative to maintain credibility.
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Converts annual revenue into an hourly figure using 2.080 work hours. This enables a simple downtime cost estimate. If revenue is seasonal, consider using a conservative revenue estimate.
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Estimated annual cost of downtime in the current state based on hourly revenue, downtime hours, multiplier, and percent impacted. This captures the operational hit of unreliable systems. It often understates secondary impacts like missed sales.
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Estimated annual downtime cost after improvements using improved downtime hours. This should decrease if proactive IT is implemented. Validate downtime assumptions against client history and scope.
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Difference between current and improved downtime costs. This represents regained productive capacity and fewer interruptions. Many businesses see this benefit quickly after stabilization.
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Total annual benefit from cost reduction plus expected risk and downtime reduction. This is the primary headline number for ROI discussions. Review assumptions if the result feels unrealistic.
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Average monthly equivalent of total annual savings. Useful when comparing against monthly managed IT fees. Calculated as total annual savings divided by 12.
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First-year net benefit after subtracting one-time onboarding/implementation costs. This is a more conservative decision metric. Often still positive when risk and downtime savings are included.
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Estimated months required to recover the one-time implementation cost using average monthly savings. Shorter payback indicates faster ROI.
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First-year return on investment calculated as first-year net savings divided by one-time implementation cost. Treat this as directional rather than guaranteed. Use conservative inputs for executive-level reporting.
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Growth Impact (Revenue Uplift)

Estimate potential revenue growth enabled by improved IT reliability and security.

Optional input to estimate growth impact when improved IT increases capacity and throughput. If left blank, the sheet calculates it from annual revenue and employees. Common small-business value: $100.000–$200,000 per employee per year.
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Estimated percent increase in output due to fewer interruptions and faster workflows. Use conservative values to avoid overstating growth impact. Common small-business modeling range: 2%–5%.
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Estimated percent of revenue recaptured by reducing process failures (missed follow-ups, billing delays, and operational friction). This is conservative for many service businesses. Common, small-business modeling range: 1%–2%.
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Optional annual revenue protected by improved reliability and trust (reduced churn, fewer lost deals due to outages/security concerns). Use this only if you can justify the number. Common small-business value: $0–$25.000 per year.
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Revenue used in growth calculations (pulled from Annual Revenue) so the model stays consistent. If Annual Revenue is blank, growth outputs remain blank. This avoids accidental overstatement.
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If revenue per employee is not entered, the sheet divides annual revenue by employee count. This provides a rough productivity benchmark for capacity-based modeling. Enter a manual value if the business is an outlier.
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Estimated additional annual revenue from capacity gains (annual revenue × productivity lift). This represents potential throughput improvement, not guaranteed sales. Keep the percentage conservative.
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Estimated annual revenue recaptured from fewer operational misses (annual revenue × leakage reduction). Most applicable to service businesses with billing, scheduling, or quoting friction. Use a smaller percentage if operations are highly automated.
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Value used in the growth model (0 if blank). This lets you include retention/reputation benefits without forcing an estimate. Use when there is a credible client-retention narrative.
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Total of productivity uplift, leakage reduction, and retained revenue. This is revenue impact, not cost savings. Treat it as a scenario-based planning number.
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Monthly equivalent of the modeled annual growth impact. Helpful for comparing growth benefits to monthly IT investment. Calculated as annual growth impact divided by 12.
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Combined annual impact from savings plus modeled growth impact. This is the most comprehensive value view. Keep growth assumptions conservative to avoid overstating.
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Combined monthly impact from savings plus modeled growth impact. Useful for packaging IT investment against monthly business value. It combines monthly savings and monthly growth impact.
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Your IT Cost Savings Analysis

Unlock Your Personalized Executive Liability Report.

We’ll send your detailed cost-saving breakdown plus our exclusive 2026 White Paper: “The Cost of Silence: Sarasota SMB Cyber Risk Report.”

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Sarasota’s Trusted Partner for Proactive IT Security.

We don’t just fix computers; we protect your bottom line. We specialize in helping regulated businesses in Sarasota, Bradenton, and Lakewood Ranch navigate the 2026 compliance landscape.

HIPAA (Medical)

FINRA/SEC (Financial)

General SMB

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Frequently Asked Questions

Clear answers to common questions about IT cost savings, risk reduction, and our assessment process.

The calculator uses a few key inputs about your business, such as number of users, devices, current IT setup, and risk exposure, to estimate hidden IT costs. These include downtime, security gaps, inefficiencies, and unmanaged labor. It then compares those costs against a managed IT model to highlight potential savings and risk reduction.

The calculator looks beyond obvious IT expenses. It factors in things like productivity loss from downtime, security incident risk, reactive support costs, and inefficiencies caused by unmanaged systems. These are costs most businesses pay quietly without seeing them on an invoice.

The results are estimates, not a contract or quote. They’re designed to reflect realistic industry benchmarks and common scenarios we see across small and mid-sized businesses. The goal is clarity, showing where costs and risks typically hide, not forcing an exact number.

No. The calculator does not ask for passwords, internal documentation, or confidential financial data. All inputs are high-level and safe, focused on operational realities rather than sensitive details.

No obligation at all. The calculator is an educational tool. If you choose to request a follow-up, that conversation is simply to review the results, explain assumptions, and answer questions—not to pressure you into anything.

It’s ideal for small and mid-sized businesses that rely on technology daily but don’t have full visibility into IT risks, downtime costs, or long-term support efficiency—especially companies with internal IT, break/fix support, or no formal IT strategy.

Because many IT costs are indirect. Downtime, slow systems, security incidents, and employee frustration don’t show up as line items—but they quietly drain revenue and productivity over time. This calculator makes those invisible costs visible.

Only if you request it. If you choose to share your results, a specialist can walk you through the findings and explain how they apply to your business. Otherwise, you’re free to use the insights internally.

The best next step is to review the numbers calmly and ask whether your current IT setup is truly supporting your growth and security goals. Many businesses use the results as a starting point for smarter IT planning—whether with Jeff Computers or internally.

Ready for a physical "Site Visit" Risk Check?

Skip the math and get a hands-on assessment. Jeff is currently booking 30-minute on-site audits for Sarasota businesses this month.
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