2 min read

Mastering IT Outsourcing Costs: A Comprehensive Guide to Budgeting Your IT Services

Published on
November 20, 2023
Tanja Kovač
Project Manager
Maximilian Bielecki
CEO Essentio CodeLab
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Understanding and accurately determining your IT outsourcing costs is crucial for effective budgeting and business success. In this guide, we'll delve into the intricacies of IT outsourcing, explore various models, and provide insights on how to manage costs efficiently.


What is IT Services Outsourcing?

IT services outsourcing involves delegating business-related activities to third-party service providers. These activities range from weband mobile development to hardware-related tasks like server maintenance. Outsourcing can be fully or partially implemented, depending on the business's needs and constraints.


1. Fully Outsourced IT:

Businesses may opt for complete outsourcing to focus on coreactivities, especially when lacking in-house resources. This is a viable solution for those without an internal IT team.


2. IT Teams Co-Management:

Some businesses prefer collaborating with in-house and remote teams simultaneously. Reasons include cost constraints, fast development needs, irregular workloads, and the desire to tap into global talent.


When is IT Outsourcing Appropriate for Your Business?

Outsourcing is beneficial, especially when a business lacks a core team. The growing global spending on outsourcing indicates its increasing popularity, with small businesses also leveraging its advantages. However, sensitive or secretive activities may not be suitable for outsourcing.


How Much Should IT Services Cost?

Determining IT support prices can be challenging, with factors like the number of talents, service duration, market availability, and outsourcing destination influencing costs. The optimal cost for small businesses ranges from €65-90 per hour per specialist in regions with lower wages.


Factors Influencing IT Outsourcing Costs:

The flexibility of outsourcing means costs vary for each project. Key factors affecting costs include the number and rank of hired talents, service duration, market availability, and the outsourcing destination.


IT Outsourcing Cost Average on the Market:

Contrary to misconceptions, there's no single most profitable location for outsourcing. Different regions specialize in various niches, and businesses should consider both pricing conditions and talent quality.


How to Determine IT Outsourcing Costs:

Calculating IT outsourcing costs involves several steps:


1. Define the problem and find a solution.

2. Identify missing talent and choose a pricing model (perhour or per project).

3. Reach out to service providers for precise estimates.

4. Calculate total costs: Number of specialists * their rate* total hours or months on the project.


Outsourced IT Department Cost Reduction:

Outsourcing helps reduce costs compared to in-house teams by eliminating expenses like office rent, social guarantees, and additional staff salaries. The savings from outsourcing can be substantial, contributing to business efficiency and growth.


How to Manage Your IT Outsourcing Costs:

Total expenditures on IT outsourcing include team member salaries, outsourcing company fees, software subscriptions, and material costs. Businesses can manage costs by doing their own calculations or outsourcing the estimation and staff acquisition processes.


Mastering IT outsourcing costs is essential for efficient budgeting and successful project implementation. By understanding the various outsourcing models, factors influencing costs, and effective management strategies,businesses can navigate the complex landscape of IT services outsourcing with confidence.

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