How to use the planner
List each computer in your office — its name, who uses it, the year you bought it, which version of Windows it runs, whether it's a business or consumer model, and when the warranty ends. The planner flags each one as OK, Plan replacement or Replace now, builds a five-year replacement schedule, and puts a simple budget against it.
You can type rows in directly or import a CSV file from a spreadsheet. The column order is: name, user or role, purchase year, operating system, grade, warranty end. Export a CSV any time to keep a copy or update it later. Everything stays in your browser; nothing is uploaded.
Not sure where to find the details? The computer name and Windows version are in Settings › System › About. The purchase date and warranty are usually on the manufacturer's support website when you enter the serial number (often on a sticker underneath a laptop or on the back of a desktop).
How each computer is rated
| Status | When it applies | What to do |
|---|---|---|
| Replace now | Runs Windows 10 and can't upgrade to Windows 11, or is older than the lifespan you set | Budget for it this year. If it must stay a while, enroll it in ESU and limit what it's used for. |
| Plan replacement | In the last year or two of its lifespan, out of warranty, or on Windows 10 that can (or might) upgrade | Upgrade to Windows 11 where possible. Put the replacement in next year's budget. |
| OK | Supported Windows, within its lifespan, under warranty | No action — review once a year. |
The lifespan defaults — five years for business-grade and four for consumer-grade — are common planning assumptions, not rules. A front-desk PC that runs all day, every day may need replacing sooner; a lightly used back-office machine may last longer. Change them to suit your office. The unit costs are placeholders: enter the price you're actually quoted, including the warranty you want.
Why Windows 10 computers are flagged
Microsoft ended support for Windows 10 on October 14, 2025. According to Microsoft Learn, organizations can buy Extended Security Updates (ESU) at $61 per device for the first year, with the price doubling each consecutive year, for a maximum of three years. ESU provides security updates only — no new features and no general technical support. It's a bridge for machines you genuinely can't replace yet (for example, a PC attached to older imaging equipment), not a plan for the whole office.
A Windows 10 PC that can run Windows 11 just needs upgrading, which is usually free. One that can't is flagged "Replace now". Microsoft's Windows 11 requirements include:
- A compatible 64-bit processor (1 GHz or faster, two or more cores)
- 4 GB of memory and 64 GB of storage
- UEFI firmware with Secure Boot
- TPM (Trusted Platform Module) version 2.0 — a security chip that protects encryption keys
In practice, the processor requirement rules out many PCs built before about 2018. For the full story, read Windows 10 end of support: what businesses should do.
For medical and dental practices, an unsupported computer that touches patient data is also a compliance issue: the HIPAA Security Rule expects you to protect against malware and manage known risks, and an operating system that no longer gets security fixes is a known risk. Record any exceptions in your security risk assessment.
Reading the schedule and budget
The schedule covers the current year and the next four. A machine marked "Replace now" is budgeted this year; others are budgeted in the year they reach their lifespan. If a replacement itself reaches the end of its life inside the five years (possible with short lifespans), it's counted again. By default, consumer-grade machines are replaced with business-grade ones, budgeted at the business-grade price and lifespan — untick that option if you'd rather not.
The yearly average is useful for a simple rule: set aside that amount every year so replacements never come as a surprise.
- Spread the load. If one year is much heavier, consider replacing a few machines early or late to level it out.
- Standardize. Buying the same business model in batches makes support simpler and spares interchangeable.
- Include setup. Moving data and setting up a new PC takes time. Add a per-PC setup cost if someone will charge for it.
- Don't forget disposal. Old drives may hold patient or client data. Wipe or destroy them securely and keep a record.
What to check when you buy replacements
- Windows 11 Pro, not Home. Pro is needed for business features like joining Microsoft Entra ID with full management and BitLocker device encryption policies.
- Warranty length and type. Match the warranty to the lifespan you plan — a three-year warranty on a machine you'll keep five years leaves two years of repair risk. Next-business-day on-site service saves a lot of downtime.
- Enough memory and storage. For typical office and practice work, buy for the whole lifespan, not for today. Check what your practice-management, imaging or accounting software vendor recommends.
- Compatibility with your equipment. Imaging sensors, signature pads, label printers and card readers sometimes need specific drivers or ports. Check before you order.
- Data on the old machine. Make sure files are in OneDrive or on the server, and wipe or destroy the old drive with a record of it.
Make new computers easier to deploy
With Microsoft Intune and Windows Autopilot, a new laptop can be shipped straight to the user and set itself up with your apps, security settings and BitLocker encryption on first sign-in. That's the zero-touch setup behind our software startup case study, where new hires arrive every month. Our Intune guide for small businesses explains how it works.
Next steps
Print the plan or save it as a PDF for your budget meeting, and export a CSV to keep the inventory up to date. If you'd like help checking which PCs can run Windows 11, choosing business-grade models, or rolling out replacements without disrupting the office, see our services or book a free call.