Starting a business is exciting. The tech side of it? Less so. Most new business owners either spend thousands on kit they don’t need or cobble something together with free tools and their personal Gmail. Both approaches end badly.
Here’s what I’d set up if I was building your small business technology from scratch today. No jargon, no upselling, just what actually matters.
Start with a proper business email
This is non-negotiable. If you’re emailing clients from yourname@gmail.com or worse, an old @eircom.net address, you’re hurting your credibility before you’ve even started. A proper business email costs about €5.60 per user per month with Microsoft 365 Business Basic. That gets you a professional yourname@yourbusiness.ie address, plus OneDrive cloud storage, and Microsoft Teams for calls.
If you prefer Google, Workspace starts around the same price. Both are solid — I’ve written a full comparison of Microsoft 365 vs Google Workspace if you’re unsure which to pick.
Pick the right laptop (and don’t overspend)
For most office, admin, and sales roles, you don’t need a €1,500 machine. A solid business laptop with an i5 processor, 16GB RAM, and a 256GB SSD will handle everything a small business throws at it. Budget €700–900 new, or consider refurbished from a reputable dealer for 40% less. I’ve written a detailed laptop spec guide if you want the full breakdown.
Cloud storage, not USB sticks
If your business files live on one person’s desktop or a USB stick in a drawer, you’re one laptop failure away from losing everything. Use OneDrive (comes with Microsoft 365) or Google Drive. Pick one, use it for everything, and make sure everyone on the team saves files there — not locally.
This also means you can access your files from any device, anywhere. Crucial if you’re meeting clients in Tuam in the morning and back in the office in Claregalway after lunch.
Security from day one
Don’t wait until something goes wrong. On day one, do these three things:
Turn on MFA — multi-factor authentication means even if someone steals your password, they can’t get in without your phone. Takes 5 minutes to set up. I’ve written a step-by-step MFA guide.
Use a password manager — Bitwarden is free and excellent. No more Post-it notes on the monitor, no more using the same password for everything.
Get basic endpoint protection — Windows Defender is actually decent these days and it’s built in. Make sure it’s turned on and updating. For most small businesses, that’s enough to start.
Backups before you need them
Here’s the thing a lot of people don’t realise: Microsoft 365 and Google Workspace are not backup solutions. Yes, your files are “in the cloud.” But if ransomware encrypts your OneDrive, or someone accidentally deletes a shared folder, or an ex-employee wipes their account — that data can be gone for good.
A proper cloud backup costs from €3 per user per month and takes 30 minutes to set up. It’s the cheapest insurance policy your business will ever have.
Internet and networking
Get business broadband if it’s available in your area. Consumer broadband is fine for Netflix but the support is terrible when it goes down — and for a business, every hour offline costs money.
Replace the ISP-provided router if you have more than 3-4 people or a premises bigger than a single room. A decent mesh Wi-Fi system (Ubiquiti, TP-Link Deco) costs €150–300 and will give you reliable coverage everywhere. Set up a separate guest network so visitors aren’t on the same network as your business devices.
What you DON’T need
You don’t need a server. Cloud services handle everything a server used to do, without the maintenance headaches.
You don’t need a phone system with 47 extensions. Teams or Zoom handles calls. If you need a proper phone number, a VoIP service costs a tenner a month.
You don’t need a €3,000 IT audit before you’ve even started. Get the basics right, grow, and invest in more as you need it.
You definitely don’t need to be reading about common IT mistakes after you’ve already made them. Get the fundamentals right from the start and you’ll save yourself a world of pain later.
Summary: The essentials and what they cost
For a 1–5 person business starting from scratch, here’s your realistic tech budget:
Microsoft 365 Business Basic: €5.60/user/month (email, storage, Teams)
Cloud backup: €3/user/month
Password manager: Free (Bitwarden)
Laptop per person: €700–900 new, €400–600 refurbished
Docking station + headset + bag: €150–200 per person
Mesh Wi-Fi (if needed): €150–300 one-off
For a team of 3, that’s roughly €2,500–3,500 upfront and under €30/month ongoing. That’s your entire IT setup, done properly, for less than the cost of a bad hire’s first month.
If you’re setting up or just got started in Galway, Tuam, Claremorris, Claregalway, or Athenry — WhatsApp me and I’ll tell you exactly what you need. No sales pitch, no obligation. Just straight answers.