We will build a free business case to get it approved - and when you're ready to order, nothing to pay for up to 9 months.
Devices running end-of-life operating systems – including Windows 10 – no longer receive full patch coverage.
Every month without a refresh is a month of unmanaged security risk.
Hardware prices have increased significantly across all major vendors.
Delaying a refresh is not a neutral decision – the same order costs more the longer it waits.
Capital expenditure decisions require structured justification.
Without a business case, the refresh stays on the roadmap indefinitely – no matter how clear the need.
Enter your refresh scope and expected order date to see the estimated cost of waiting - including hardware price increases and additional IT support overhead.
A scoping session with your team followed by a written business case covering total cost of ownership, risk exposure, and a phased refresh plan. Everything your leadership team needs to say yes.
We can defer your hardware refresh payment for up to 9 months from order confirmation. Your infrastructure arrives on schedule. Payment follows when it suits your business.
Tell us about your organisation and we’ll arrange a scoping session.
No commitment required.
A detailed view of your infrastructure - what you have, how old it is, what's out of warranty, and where the risk is highest.
Real cost of refreshing now versus deferring - including support costs, hardware price increases, and downtime exposure.
Security vulnerabilities, compliance gaps, and the full operational and financial cost of delaying a refresh.
A prioritised, staged approach that aligns the investment with your budget cycle - and makes it easier to get approved.
Tell us about your current environment. We ask the right questions and take it from there. One conversation, no obligation.
Within 2 weeks, Evolution Systems provides you with a complete, written business case ready to take directly to your leadership team.
Procurement, deployment, and if needed, payment deferred for up to 9 months – structured around your budget cycle.
Evolution Systems will work with your team to build a complete hardware refresh business case at no cost. This includes a scoping session to understand your current environment and requirements, followed by a written business case covering total cost of ownership, risk analysis, and a phased refresh plan you can take to your leadership team.
Four components: a current environment assessment covering what you have, how old it is, and where the risk sits; a total cost of ownership analysis comparing the cost of refreshing now versus deferring; a risk analysis covering security vulnerabilities, compliance exposure, and operational impact; and a phased refresh plan that stages the investment in a way that aligns with your budget cycle.
We aim to deliver the written business case within two weeks of the scoping session, depending on the complexity of your environment.
None. The business case is provided free of charge with no commitment to proceed. You are welcome to use it to make whatever decision is right for your organisation.
Yes. If it would be helpful, we are available to present the business case alongside you. Many organisations find this useful when the refresh requires board-level or CFO sign-off.
That is not a problem. We can work with what you already have - reviewing your existing plan, identifying any gaps, and strengthening the business case where needed. You do not need to start from scratch to benefit from this offer.
A quote tells you what hardware costs today. A business case tells your leadership team why the investment makes sense — covering total cost of ownership, the risk of not acting, a phased plan that fits your budget, and the financial case for proceeding. The two are very different documents for very different audiences.
A hardware refresh is the process of replacing aging IT infrastructure - servers, storage, laptops, end-user devices, and network equipment - to maintain performance, security compliance, and operational continuity. Most organisations plan a hardware refresh every three to five years, though the right cycle depends on the type of equipment and how it is used.
Common indicators include devices running end-of-life operating systems, hardware out of manufacturer warranty, performance issues affecting productivity, inability to support current software requirements, and infrastructure approaching or past its recommended lifecycle. A scoping session with Evolution Systems will give you a clear picture of where your environment stands.
Most IT frameworks recommend a hardware refresh cycle of three to five years for end-user devices and four to six years for servers and network infrastructure. In practice, the right timing depends on warranty status, software compatibility, and performance. Delaying beyond these cycles typically increases support costs, security exposure, and the eventual cost of the refresh itself.
A hardware refresh business case typically covers four areas: current environment assessment, total cost of ownership analysis, risk analysis, and a phased implementation plan. The TCO analysis is the most important element for leadership approval - it needs to show the cost of refreshing now compared to the cost of deferring, including support costs, price movement, and risk exposure. Evolution Systems builds this for you at no cost.
At minimum: an inventory of current assets with age and condition, a TCO comparison of refresh versus deferral, a risk assessment covering security and compliance, a phased refresh plan with costs, and recommended finance options. Evolution Systems covers all of these as part of the free business case offer.
The most effective approach frames the business case around risk and total cost rather than the upfront spend. Leadership teams respond to three things: the security and compliance risk of aging infrastructure, the financial cost of deferring (price increases, higher support costs, productivity impact), and a phased plan that shows how the investment can be staged to fit the budget cycle. The Evolution Systems business case is structured specifically to address all three.
Costs vary significantly depending on the size of the environment and the categories being refreshed. As a general guide, end-user device refreshes typically run at $1,500–$2,500 per device. Server refreshes range from $15,000–$50,000 per unit depending on specification. Network infrastructure for a medium office typically costs $25,000–$75,000. A full environment assessment through the Evolution Systems business case process will give you accurate, vendor-specific numbers for your situation.
ROI varies by environment but typically comes from three areas: reduced support costs as aging hardware requires significantly more IT time to maintain, productivity gains from faster and more reliable devices, and risk reduction from closing security vulnerabilities. The TCO analysis in the Evolution Systems business case quantifies these against the investment so you have a clear financial picture to present to leadership.
The cost of deferral is rarely zero. Hardware prices have increased significantly across all major vendors, meaning the same order costs more the longer you wait. Aging devices also drive higher IT support costs and carry security exposure - particularly devices running operating systems that are no longer receiving security patches.
Microsoft ended support for Windows 10 in October 2025. Devices still running Windows 10 no longer receive security patches, leaving them exposed to vulnerabilities that will not be fixed. For Australian businesses, this creates compliance risk as well as security exposure. Many older devices cannot be upgraded to Windows 11 due to hardware requirements, meaning a refresh is the only path to full patch coverage.
Not all devices are compatible. Windows 11 requires TPM 2.0, Secure Boot, and a supported processor - requirements that many devices from 2018 and earlier do not meet. For organisations with a significant proportion of older devices, a hardware refresh is often the only practical path to Windows 11 compliance. The Evolution Systems environment assessment will identify which of your devices can be upgraded and which need replacing.
Evolution Systems can structure your hardware refresh so that payment is deferred for up to 9 months from order confirmation. Your infrastructure is ordered and delivered on schedule. Nothing is due until the deferral period ends, at which point you can pay in full or spread the cost over a repayment schedule that suits your business.
No. The business case process is designed specifically for organisations that are still working through the approval stage. Many businesses engage Evolution Systems to build the business case as the first step toward getting budget approved - not after. The deferred payment option also means that even once approved, payment can be structured around your budget cycle.
The free business case offer is available to Australian businesses of all sizes. The process scales to the complexity of your environment - a 50-person business with a straightforward laptop refresh and a 500-person organisation with a full infrastructure overhaul both benefit from the same structured approach.
All major vendors. Evolution Systems is vendor-agnostic - we work across the full range of hardware categories and brands. The business case will include vendor-specific options and pricing so you can make an informed procurement decision.
Because a hardware refresh that gets approved and executed is better for everyone than one that sits on a roadmap indefinitely. We have 26 years of experience helping Australian businesses plan and procure infrastructure. The business case process lets us demonstrate that value directly - and if it leads to a refresh we can help with, that is a good outcome for both sides.
All information shared with Evolution Systems is treated as confidential and used solely to build your business case. It is not shared with third parties. The anonymised example on this page is representative of typical engagements - no client-identifiable data is ever published or shared.
