Desk Setup Cost Calculator

Calculator inputs

All values are per desk unless stated otherwise. Use realistic quantities and unit costs from your procurement catalog.

Example data table

Use this sample to sanity-check your inputs for a standard hybrid desk setup.

Formula used

How to use this calculator

1. Choose currency and enter the number of desks to provision.
2. Fill in quantities and unit costs for required hardware lines.
3. Add labor hours, labor rate, shipping, and optional warranty.
4. Set software months and monthly cost if applicable.
5. Enter tax and contingency rates to reflect your policy.
6. Click Calculate to view totals and download reports.

Budget drivers in workstation provisioning

Desk setup budgets usually split into hardware, services, and risk buffers. In many rollouts, furniture and screens form the largest share, while labor, shipping, and protection plans create the second tier. This calculator helps HR and People Ops align an onboarding promise with an actual procurement envelope, using per-desk costs that scale cleanly across headcount.

Hardware mix and standardization

Standardizing a single approved bundle can reduce variance between teams and locations. For example, keeping monitors at one size tier and docking stations in one model simplifies ordering, spares, and replacements. If optional accessories are not universally provided, set their quantities to zero and keep a separate “request-based” budget line.

Labor, imaging, and handover time

Setup labor is often underestimated because it includes receiving, assembly, imaging, QA checks, and employee handover. A practical planning range is 0.75–2.00 hours per desk depending on complexity and vendor support. Multiply by an internal or vendor hourly rate to make labor visible and comparable across regions.

Shipping, tax, and regional cost spread

Remote delivery and return handling can materially change totals, especially when equipment is shipped separately. Tax treatment also varies by jurisdiction and procurement route. In the calculator, tax is applied to the post-discount subtotal, which mirrors typical invoice behavior when discounts reduce the taxable base.

Contingency and policy compliance

Contingency protects your plan against price changes, DOA equipment, and urgent replacements. Many teams use 3%–10% depending on volatility and lead times. Treat the contingency rate as a policy choice: consistent application improves forecast accuracy, reduces approval churn, and supports predictable onboarding experiences.

FAQs

1) Should I budget per employee or per desk?

Use per desk for physical equipment and setup labor. If employees share hot desks, reduce the desk count to the true provisioning target and keep software budgeting tied to headcount.

2) What does the volume discount apply to here?

The discount is applied only to the hardware subtotal. This mirrors common purchasing contracts where services, shipping, and taxes are not discounted at the same rate.

3) How do I model partial refreshes?

Set quantities to reflect only what you are buying. For example, if desks are reused, set desk quantity to 0 and keep chair or monitor quantities at 1.

4) Where should software costs live?

If licenses are part of onboarding, include them using months and monthly cost. If software is owned by another budget holder, set software months to 0 to avoid double counting.

5) Why include contingency if I already have a buffer?

Contingency is a transparent, auditable buffer linked to the desk setup. It helps explain variance, supports approvals, and reduces last-minute requests when costs shift.

6) Can I use this for multiple desk packages?

Yes. Run the calculator once per package (standard, premium, remote). Export each result, then compare per-desk totals and choose a policy aligned to role needs.