Managing hardware effectively is a critical step in scaling any modern business. From laptops to servers and mobile devices, companies must ensure they have the right technology at the right time, without overspending or slowing down operations.
In this guide, we’ll explore hardware procurement best practices, strategies, and how to align it with your overall IT approach. We’ll also touch on hardware and software procurement, since they often go hand-in-hand.
What Is Hardware Procurement?
Hardware procurement is the process of sourcing, purchasing, and managing physical IT equipment within an organization. This includes laptops, desktops, servers, networking devices, and peripherals. Done right, it ensures employees have the tools they need to work productively while optimizing costs.
Unlike ad-hoc purchasing, structured procurement ensures visibility, accountability, and standardization. According to Gartner, organizations with a standardized procurement process can reduce hardware costs by up to 20% through vendor negotiations and lifecycle management.
Why Hardware Procurement Matters
- Cost optimization – prevents overspending and leverages bulk discounts.
- Employee productivity – ensures team members have reliable, updated devices.
- Lifecycle management – tracks devices from purchase to retirement.
- Security compliance – reduces risks of unmanaged or outdated equipment. In industries like healthcare, procurement is directly tied to HIPAA compliance, requiring devices that meet strict data protection standards.
Without a structured process, businesses often face unnecessary downtime, security vulnerabilities, and higher long-term costs.
Hardware and Software Procurement: Two Sides of the Same Coin
While hardware procurement deals with physical devices, software procurement focuses on licenses, subscriptions, and applications. Most enterprises benefit from integrating both:
- A laptop (hardware) comes with an operating system and productivity suite (software).
- Mobile devices require device management software for compliance.
- Servers depend on licensed virtualization tools or cloud management platforms.
Managing both together allows businesses to:
- Align budgets.
- Negotiate bundled vendor contracts.
- Ensure compatibility between hardware and software systems.
Example: A company moving to hybrid work may procure laptops pre-configured with collaboration software, reducing onboarding time for new employees.
Ad-Hoc Buying vs. Structured Procurement
| Aspect | Ad-Hoc Buying | Structured Procurement |
| Costs | Higher due to one-off purchases | Lower via bulk and vendor contracts |
| Visibility | Limited or none | Centralized asset tracking |
| Employee Experience | Inconsistent device quality | Standardized, reliable devices |
| Security | Higher risks (unmanaged devices) | Aligned with compliance policies |
Common Challenges in Hardware Procurement
When organizations start scaling, they often encounter recurring obstacles in how they purchase, manage, and retire devices. Understanding these challenges upfront helps in designing a process that avoids costly mistakes.
- Vendor complexity – too many suppliers can make pricing inconsistent.
- Scalability – managing procurement for a growing team can become overwhelming.
- Inventory visibility – difficulty tracking devices across departments or locations.
- Employee turnover – hardware must be quickly retrieved, reassigned, or retired.
A lack of visibility isn’t just about inefficiency—it’s also a security issue. Pairing procurement with a proper cybersecurity risk assessment helps mitigate risks and ensures compliance.
According to IDC, 70% of enterprises struggle with IT asset visibility, leading to compliance and cost management issues ().
Best Practices for Effective Hardware Procurement
To build a sustainable procurement strategy, businesses should adopt best practices that balance cost, efficiency, and scalability. These steps help create a streamlined process that can grow with the organization.
1. Standardize Device Catalogs
Define a catalog of approved devices for different roles (e.g., laptops for sales, high-performance desktops for engineering). This ensures compatibility and simplifies support.
2. Use Lifecycle Management
Track devices from acquisition to retirement. This helps avoid unnecessary purchases and ensures secure disposal.
3. Consolidate Vendors
Work with fewer, trusted vendors to negotiate better pricing and ensure consistency in device quality.
4. Align Procurement with Business Growth
Plan hardware needs around hiring forecasts and expansion goals. This reduces last-minute purchases and shipping delays.
5. Integrate Procurement with IT Support
Make sure your IT helpdesk is involved in procurement decisions. This ensures devices are compatible with support processes and security standards.
Procurement decisions should not only focus on immediate costs but also on long-term value. Understanding the ROI of cybersecurity investments helps align procurement strategies with overall business goals.
Future Trends in Hardware Procurement
The way companies manage IT assets is rapidly evolving. Looking ahead, several trends are emerging that could shape how enterprises approach procurement in the near future.
These shifts also influence leadership decisions, such as whether to invest in a vCISO vs. CISO to set stronger procurement and security policies.
- AI-powered inventory management – predictive analytics will forecast device demand based on hiring trends.
- Sustainability in procurement – more companies are adopting eco-friendly device recycling and refurbishing.
- Automation – workflows that auto-trigger device orders when headcount grows.
- Bundled solutions – combining hardware and SaaS licensing into single vendor agreements.
These trends are reshaping how enterprises think about hardware procurement and IT resource allocation.
How Interlaced Simplifies Hardware Procurement
At Interlaced, we understand that growing teams need more than just a purchasing process—they need a partner who can streamline hardware management end-to-end. That’s where our Fleet Services come in.
With Fleet you get:
✅ Device warehousing
✅ Hardware shipping and retrieval
✅ Inventory tracking
✅ Hardware procurement
✅ Access to Interlaced Professional Services
✅ Interlaced Marketplace discounts
Final Thoughts
Hardware procurement doesn’t have to be a headache. With the right strategy, you can lower costs, boost productivity, and ensure your team always has the right tools at the right time. And when hardware and software procurement are integrated, you gain full visibility into your IT ecosystem.
Ready to simplify your procurement process? Learn more about our Fleet Services and connect with our team today to get the right tech in place for your growing business.
