Budgeting for Windows 10 End of Support: CFO Essentials

Prepare your organisation’s finances for the Windows 10 upgrade with key budgeting insights every CFO needs to know.

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Windows 10 Support Ends Soon. What CFOs Need to Know About Budgeting for the Upgrade

Microsoft will officially end support for Windows 10 on 14th October 2025, marking a critical deadline for businesses worldwide. For CFOs, this looming deadline signals a financial planning challenge that can impact the entire organisation. Budgeting wisely for the Windows upgrade is essential to avoid unexpected costs, security vulnerabilities, and operational disruption.

In this article, we explain why the end of Windows 10 support matters, break down the main budgeting considerations, and offer practical advice for CFOs to confidently plan this upgrade.

Why Windows 10 Support Ending Should Be a CFO Priority

Windows 10 has been a reliable operating system for many years, but all good things come to an end. Once Microsoft stops supporting Windows 10, it will no longer provide critical security patches or technical support. This lack of updates can expose businesses to significant risks:

  • Security threats increase: Unsupported software is a prime target for cyberattacks, malware, and ransomware.

  • Compliance risks: Businesses in regulated industries could face fines or penalties for running unsupported software.

  • Software compatibility issues: Many applications will stop being supported on Windows 10, impacting productivity.

  • Higher maintenance costs: IT teams may spend more time troubleshooting legacy issues, increasing operational expenses.

For CFOs, these risks translate directly into financial risks. Unexpected security breaches, compliance fines, or forced emergency upgrades are costly and disruptive. Proactive budgeting helps to mitigate these risks by ensuring a smooth, timely transition to Windows 11.

Key Budgeting Considerations for the Windows Upgrade

Planning the budget for this upgrade requires a thorough understanding of the various cost factors involved. Here are the main areas CFOs should focus on:

1. Inventory and Assessment of Current Devices

Start by conducting a full inventory of your IT estate:

  • Which devices currently run Windows 10?

  • Are they compatible with Windows 11 system requirements?

  • What is the age and condition of your existing hardware?

Many older devices will need replacement rather than just an OS upgrade. This can significantly increase hardware spending, so factoring this into the budget early is critical.

2. Licensing and Software Costs

Windows 11 licenses come with different pricing depending on edition (Home, Pro, Enterprise) and device type. Organisations moving from Windows 10 Pro to Windows 11 Pro will need to purchase the appropriate licenses.

Additional software licenses may be required if existing applications need to be upgraded for compatibility. CFOs should work closely with IT and procurement teams to forecast these costs accurately.

3. Hardware Upgrade and Procurement

Windows 11 has higher minimum hardware requirements than Windows 10, including TPM 2.0 and specific CPU models. Devices that do not meet these requirements will need replacing.

Budgeting should account for:

  • New laptops, desktops, or tablets

  • Peripheral devices like docking stations and monitors if needed

  • Potential bulk discounts or extended warranties

Getting accurate quotes from vendors and planning phased hardware refreshes can help spread costs.

4. Deployment and Implementation Costs

Rolling out a new operating system at scale requires resources:

  • IT staff hours for deployment, testing, and troubleshooting

  • Possible hiring of temporary specialists or consultants

  • Infrastructure upgrades (e.g., network bandwidth to handle upgrades)

This phase can be labour-intensive and may impact ongoing IT projects, so budgeting realistically is important.

5. Employee Training and Change Management

A smooth transition isn’t just about hardware and software. Employees will need training to become familiar with Windows 11’s new features and interface.

Consider costs for:

  • Training sessions (in-person or virtual)

  • User guides and support materials

  • Helpdesk support for post-migration issues

Investing in training reduces productivity loss during and after the upgrade.

6. Contingency and Unexpected Costs

Large-scale IT upgrades rarely go perfectly to plan. It’s prudent to include a contingency buffer (typically 10-15%) to cover unforeseen expenses like:

  • Additional software incompatibilities

  • Extended training requirements

  • Emergency hardware replacements

This flexibility protects the organisation’s finances and avoids last-minute budget crises.

Benefits of Proactive Budgeting for CFOs

By approaching the Windows upgrade with a strategic financial plan, CFOs can unlock several benefits:

  • Improved Cybersecurity: Staying current with supported software reduces vulnerability to cyberattacks.

  • Operational Stability: Avoid costly downtime caused by unsupported or failing systems.

  • Cost Predictability: Early planning helps allocate funds and avoid emergency spending spikes.

  • Employee Productivity: Windows 11’s new tools and features can boost efficiency, offsetting upgrade costs.

  • Regulatory Compliance: Maintaining supported software environments keeps your business audit-ready.

How CFOs Can Collaborate with IT for Successful Budgeting

Windows upgrades are a joint responsibility between finance and IT. CFOs should work closely with IT leaders to:

  • Receive detailed device inventories and compatibility reports

  • Get accurate licensing and hardware cost estimates

  • Understand deployment timelines and resource needs

  • Align upgrade plans with wider business financial cycles and priorities

Managed service providers (MSPs) or external consultants can also provide valuable insights and help create realistic budgets based on prior experience with similar upgrades.

Final Thoughts

The clock is ticking on Windows 10 support, and for CFOs, the cost of inaction could be far greater than the cost of a well-planned upgrade. Budgeting thoughtfully today ensures your organisation stays secure, compliant, and competitive in tomorrow’s digital landscape.

If your company hasn’t started planning yet, now is the time to act. Early engagement with your IT teams, vendors, and finance departments will help avoid surprises and deliver a smooth, cost-effective transition to Windows 11.