TCO Toolkit — Multi-Department Total Cost of Ownership Calculator

Volume discounts (where enabled) auto-tier by the number of units you enter in that module: 5,000+ units = Enterprise pricing, fewer = Small/Mid. HR turnover uses employee headcount, not units — the two are separate.

Ten cost calculators, one editable tool.

TCO Toolkit estimates the true multi-year cost of the decisions every department faces — not just the sticker price, but software, labor, support, energy, maintenance, depreciation, and resale value. Pick a module, enter your numbers, and the answer updates instantly.

What's inside

IT Endpoints

Mac vs Windows laptops/desktops, per device and full fleet.

Cloud vs On-Premises

Run workloads in the cloud or on your own servers.

Fleet (EV vs Gas)

Lifetime cost per vehicle, electric vs gas/diesel.

Equipment / Asset

Any machine — warehouse, kitchen, POS, industrial.

HR — Cost of Turnover

What employee churn really costs per year.

Software — Build vs Buy

SaaS subscription vs building in-house.

Facilities

Full asset/space lifecycle cost of ownership.

Lease vs Buy

Own an asset outright or lease/finance it over time.

Insource vs Outsource

Run a function in-house or pay an outside provider.

Solar / Energy

Solar install vs grid power, with simple payback.

+ Your own

Open the file in Replit/Cursor and add modules.

How to use it

Choose a module on the left, replace the sample numbers with your own, and read the results. Turn on a module's volume discount to apply pricing breaks — the tier is set automatically by the number of units you enter (5,000+ = Enterprise). HR turnover uses employee headcount, not units.

Depreciation & residual

The IT module can estimate resale (residual) value from straight-line depreciation using a useful-life default you can change — or untick it and type your own residual. Either way you control the inputs.

Make it yours

This is a single self-contained file. Open it in any browser, or drop it into Replit or Cursor to rebrand it, change formulas or rates, or add modules — no install, no server, no accounts.

License & copyright

© 2026 Kyodo Partners LLC. All rights reserved. This toolkit and its source code are copyrighted and licensed to you for your own and your organization's use — modify it freely for that use. You may not resell or redistribute it (original or modified) as your own product. Provided as-is, with no warranty and no one-on-one support.

Volume discount reference (typical ranges)

Discounts grow with scale: Apple stays tight, while Windows hardware and cloud commitments cut deepest. Size-based defaults are editable in the source; these are typical negotiated ranges, not guarantees.

Category	Small / Mid (under 5,000 units)	Enterprise (5,000+ units)
Windows laptops / desktops	5–15%	15–40%
Apple Mac	3–8%	8–12%
Android phones	5–10%	12–25%
Headsets	5–10%	15–30%
Cloud (vs on-demand)	0–11%	30–65%
Software / SaaS	5–10%	15–30%

IT Endpoints — Mac vs Windows

Per-device and full-fleet cost of Mac and Windows laptops/desktops.

Inputs

Analysis period (years)

Estimate residual from straight-line depreciation · Useful life (years):

On: residual = purchase × (useful life − analysis period) ÷ useful life. Untick to type your own residual values below.

Apply volume discount on hardware

Tier auto-set by device count (5,000+ = Enterprise). Apple (Mac): under-5k 5% / 5k+ 10%. Windows: under-5k 8% / 5k+ 25%. Off = flat pricing.

Mac

Hardware purchase ($)

Residual / resale at end ($, used if depreciation off)

Software / device / yr ($)

Support + labor / device / yr ($)

# of Mac devices

Windows

Hardware purchase ($)

Residual / resale at end ($, used if depreciation off)

Software / device / yr ($)

Support + labor / device / yr ($)

# of Windows devices

Results

Mac — per device

—

Windows — per device

—

Mac / device

Windows / device

Cloud vs On-Premises

Multi-year cost of running workloads in the cloud vs. on your own servers.

Inputs

Analysis period (years)

Apply committed-use / reserved discount to cloud spend

Applies a 40% committed-use / reserved discount (reflects reserved-instance & enterprise-agreement savings; editable in source). Off = on-demand pricing.

Cloud

Monthly cloud spend ($)

One-time migration ($)

Cloud mgmt labor / yr ($)

On-Premises

Hardware capex (one-time $)

Residual value at end ($)

Power + cooling / yr ($)

Data-center space / yr ($)

Admin labor / yr ($)

Maintenance / yr ($)

Results

Cloud — total

—

On-Premises — total

—

Cloud

On-Premises

Fleet — Electric vs Gas (per vehicle)

Lifetime cost of an electric vehicle vs. a gas/diesel vehicle.

Inputs

Analysis period (years)

Annual miles per vehicle

Electric (EV)

Purchase price ($)

Residual at end ($)

Energy cost / mile ($)

Maintenance / yr ($)

Insurance / yr ($)

Gas / Diesel

Purchase price ($)

Residual at end ($)

Fuel cost / mile ($)

Maintenance / yr ($)

Insurance / yr ($)

Results

EV — per vehicle

—

Gas — per vehicle

—

Gas / Diesel

Equipment / Asset TCO

Any asset — machinery, kitchen/warehouse equipment, POS, and more.

Inputs

Apply volume discount on purchase price

Tier auto-set by quantity (5,000+ = Enterprise). Equipment: under-5k 8% / 5k+ 22%. Off = flat pricing.

Analysis period (years)

Quantity (units)

Purchase price / unit ($)

Installation / setup, one-time ($)

Operating / unit / yr ($)

Maintenance / unit / yr ($)

Energy / unit / yr ($)

Downtime cost / unit / yr ($)

Resale value / unit at end ($)

Results

Per-unit TCO

—

Total TCO (all units)

—

HR — Cost of Employee Turnover

What churn really costs each year — recruiting, onboarding, and lost productivity. (Based on employee headcount, not units.)

Inputs

Number of employees (headcount)

Average salary ($)

Annual turnover rate (%)

Recruiting cost / departure ($)

Onboarding + training / departure ($)

Lost productivity / departure ($)

Results

Annual cost of turnover

—

Cost per departure

—

Software — Build vs Buy

Subscribe to SaaS or build it in-house? Compare the multi-year cost.

Inputs

Analysis period (years)

Number of users

Apply volume discount on SaaS price

Tier auto-set by user count (5,000+ = Enterprise). Software/SaaS: under-5k 7% / 5k+ 22%. Off = list pricing.

Buy (SaaS)

Subscription / user / month ($)

Implementation, one-time ($)

Admin / config / yr ($)

Build (in-house)

Initial build cost, one-time ($)

Hosting / infrastructure / yr ($)

Maintenance (devs) / yr ($)

Support / yr ($)

Results

Buy (SaaS) — total

—

Build in-house — total

—

Buy (SaaS)

Build in-house

Facilities — Asset / Space Lifecycle TCO

Full lifecycle cost of a building system or facility asset.

Inputs

Apply volume discount on purchase price

Tier auto-set by quantity (5,000+ = Enterprise). Facilities: under-5k 5% / 5k+ 15%. Off = flat pricing.

Analysis period (years)

Quantity (assets / buildings)

Purchase / acquisition ($)

Installation, one-time ($)

Operating / yr ($)

Maintenance / yr ($)

Energy / utilities / yr ($)

Compliance / yr ($)

Resale / salvage at end ($)

Results

Per-asset lifecycle TCO

—

Total TCO (all assets)

—

Lease vs Buy

Own an asset outright or lease/finance it — the multi-year cost of each.

Inputs

Analysis period (years)

Buy

Purchase price ($)

Residual / resale at end ($)

Maintenance / yr ($)

Insurance / yr ($)

Lease / Finance

Down payment / first cost ($)

Monthly payment ($)

End-of-lease buyout ($, 0 if returned)

Maintenance / yr ($)

Insurance / yr ($)

Results

Buy — total

—

Lease / Finance — total

—

Buy

Lease / Finance

Insource vs Outsource

Run a function with your own staff or pay an outside provider — the multi-year cost of each.

Inputs

Analysis period (years)

In-house (insource)

Number of staff (FTEs)

Loaded salary / FTE / yr ($)

Tools & software / yr ($)

Overhead (space, mgmt) / yr ($)

One-time setup / hiring ($)

Outsource (provider)

Monthly fee ($)

One-time onboarding / transition ($)

Internal oversight / yr ($)

Results

In-house — total

—

Outsource — total

—

In-house

Outsource

Solar / Energy vs Grid

Install solar or keep buying grid power — multi-year cost, savings, and simple payback.

Inputs

Analysis period (years)

Solar

Net install cost after incentives ($)

Maintenance / yr ($)

Inverter / parts replacement, one-time ($)

Grid power still bought / yr ($)

Grid (do nothing)

Current annual electricity bill ($)

Annual utility rate increase (%)

Results

Solar — total

—

Grid — total

—

Solar

Grid