Getting another year out of an ageing PC estate can look like an easy saving. If laptops still switch on and employees can still work, why spend money replacing them?
The problem is what happens as those devices get older. Performance can suffer as applications become more demanding, while IT teams spend more time keeping ageing hardware running. As businesses embrace AI to keep ahead of the pack, those pressures become harder to ignore.
So when does postponing a PC refresh start costing more than replacing the devices?
The true cost of delay
A report by IDC puts a price on that decision. The research found that organisations following a five-year PC refresh cycle incur an additional $1,993 per device compared with companies that refresh after three years. By its fifth year, a PC requires 87% more management and support than in its first year.
This creates costs in several places:
● IT teams spend more time managing older hardware instead of focusing on higher-value work.
● Employees can lose working time when ageing devices slow down or require support.
There’s also the security risk. Older devices can become harder to manage as software support deadlines approach, increasing pressure on IT teams to keep endpoints secure and up to date.
If organisations only consider the upfront purchase price of a PC, they’re missing the big picture. A more useful measure is what each PC costs to operate across its full working life.
AI’s impact on ageing PCs
Another consideration for organisations is that IT hardware now has to do more.
HP’s May 2026 earnings call showed two sides of how companies are dealing with this change. AI-ready PCs accounted for 44% of Personal Systems shipments during the quarter, but conversely, around 30% of its installed user base was still running Windows 10.
Newer AI-enabled PCs add dedicated processing for compatible AI workloads, helping support applications that demand more from the device itself. For businesses adopting AI tools, this can make hardware capability a more important part of the refresh decision. A Forrester study of Copilot+ PCs projected employee efficiency gains of 6–13%. Its model also estimated a three-year ROI of 137–367%, driven by projected productivity gains and lower IT overheads. While these are projections, they illustrate how modernising a PC estate can unlock capabilities older devices were never designed to handle.
A better way to manage a refresh
The main reason businesses put off an IT refresh or lengthen their cycle is the upfront cost of replacing a large PC estate. What if there was another way?
Device-as-a-Service (DaaS) offers a more flexible way to make this investment. Instead of buying the hardware outright, organisations pay a recurring fee for devices and associated services, turning a large capital outlay into a predictable ongoing cost. Rigby Capital’s sponsored IDC research found that 25% of respondents said DaaS helps shorten refresh cycles and keep device fleets up to date.
For businesses balancing technology needs with budget constraints, that matters. Flexible funding can make it easier to plan regular refreshes around business requirements rather than waiting until ageing hardware forces the issue.
Final thoughts
Holding back on a PC refresh for another year is tempting because it reduces your immediate outlay, but you also need to account for the hidden costs of keeping older devices and the possibility of falling behind your more tech-savvy competitors.
DaaS could be the solution to help close that gap. Lombard Technology is well positioned to support regular technology investment through flexible funding solutions. When you align your IT roadmap to your long-term objectives, you get more from your devices, your people and your business.
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About Sam
Sam Scott is a technology specialist at Rigby Capital. He works across Rigby Capital and Lombard Technology, helping clients better understand technology and how it links to their business ambitions. Sam’s career spans healthcare, medtech and the wider IT sector. Along the way, he’s built experience in infrastructure, software, cybersecurity and AI. As technology evolves at pace, it’s this knowledge that helps Sam show businesses what matters and where to go next.
