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Free assistive technology budget calculator for HR, IT, disability services, and accessibility leads. Model per-user hardware, software, and training, then add support and contingency for annual or 3-year ADA / Section 508 program proposals. Pair with our WCAG contrast calculator for digital accessibility scope.
Last updated: May 24, 2026
Planning physical accessibility too? Try the hearing loop calculator
Direct Cost
$52,150
Support
$6,258
Contingency
$4,172
Total Budget
$62,580
Use this as a baseline and validate procurement, licensing, and replacement cycles.
Final budgets should include local vendor quotes and policy-specific approval requirements.
We can build and embed a custom version of Assistive Technology Budget Calculator for your brand and workflow.
Finance and accessibility teams need a single total that includes implementation overhead. This tool answers: what should our assistive technology program cost for N users?
Sums hardware, software (× budget years), and onboarding training across the user population you enter.
Percentage of direct cost for help desk, AT specialist time, license management, and device lifecycle.
Percentage of direct cost for price variance, extra seats, and unplanned accommodation requests mid-cycle.
Default: 35 users, $950 hardware, $240/yr software, $300 training, 12% support, 8% contingency, annual term → direct $52,150, total $62,580, $5,215/mo equivalent.
Direct Cost
$52,150
Total Budget
$62,580
Monthly Equivalent
$5,215
Use these ranges to sanity-check per-user inputs before running totals. Actual quotes vary by vendor, volume, and public-sector contract vehicles.
| Category | Hardware (typical) | Software (typical) | Training (typical) |
|---|---|---|---|
| Screen reader + setup | $800–$1,400 | $0–$400/yr support | $200–$500/user |
| Speech-to-text (professional) | $0–$200 mic | $300–$600/yr | $150–$400/user |
| Ergonomic I/O bundle | $150–$450 | $0–$120/yr | $100–$250/user |
| Screen magnification suite | $0–$300 display | $200–$700/yr | $150–$350/user |
| Captioning / ASL remote services | Minimal | $3–$8/min live | $100–$200/user |
$950 hardware · $240/yr software · $300 training · 12% support · 8% contingency
| Scenario | Direct | Total | Monthly eq. |
|---|---|---|---|
| Small team (10 users, annual) | $14,900 | $17,880 | $1,490/mo |
| Mid-size rollout (35 users, annual) | $52,150 | $62,580 | $5,215/mo |
| Department program (75 users, annual) | $111,750 | $134,100 | $11,175/mo |
| Enterprise 3-year (150 users) | $295,500 | $354,600 | $9,850/mo |
The model totals user-scaled direct acquisition costs, applies support and contingency as percentages of that direct base (not double-counting on each other), and spreads the grand total into a monthly equivalent for opex comparisons.
Hardware = hardware per user × usersSoftware = software per user × users × years (1 or 3)Direct = hardware + software + (training per user × users)Support = direct × support rate %Contingency = direct × contingency rate %Total = direct + support + contingency · Monthly = total ÷ (years × 12)Combine AT budgeting with WCAG, hearing loop, and physical accessibility calculators for whole-program funding requests.
Explore Accessibility & Ergonomics CalculatorsResult: Present $62,580 as the all-in program figure, with $52,150 direct and $10,430 overhead — document per-user assumptions in the budget appendix for audit readiness.
Share it with disability services, HR business partners, and IT leaders building inclusive technology programs.
Suggested hashtags: #Accessibility #AssistiveTechnology #BudgetPlanning #Inclusion #Workplace