Introduction: Technology – The Silent Budget Driver

Technology is one of the largest expense lines for schools. In fact, after staffing and facilities, technology is often the third highest cost for many schools. This includes everything from hardware and infrastructure to educational software and digital learning platforms. Despite this significant spend, many bursars and business managers lack clear visibility into where these funds go. Too often, technology budgeting and forecasting are managed on basic spreadsheets, making it difficult to see the full picture. The result? Inefficiencies, unexpected costs, and missed opportunities to save money.

The Hidden Challenges of EdTech Budgeting

Managing an IT budget in a school environment comes with several hidden challenges:

• Limited Forecasting Tools: Many schools rely on spreadsheet-based IT budget forecasting, which can be cumbersome and error-prone. It’s difficult to project multi-year costs or adjust for new initiatives without a robust system in place.
• Siloed Purchases: Without a whole-school view of EdTech expenditure, different departments or teachers might purchase apps and services in isolation. This siloed approach means the school could be paying for multiple tools serving the same purpose, or investing in platforms no one realises another department has already bought.
• Duplication of Features: With the explosion of EdTech apps, there’s often duplication of features across platforms. For example, two different subscriptions might both offer online quizzes, parent messaging, or virtual classrooms. Overlapping capabilities indicate that money could be saved by consolidating onto one platform.
• Underused or Abandoned Tools: It’s common to find underused platforms – software that only a handful of staff use – or even subscriptions quietly still being paid for but no longer in use by anyone. These “ghost” subscriptions drain budgets with no educational benefit.
• Missed Contract Deadlines: A surprising number of schools miss key contract dates, such as notice periods for cancellation or windows to renegotiate pricing. Missing a renewal cancellation deadline can lock the school into another year of a costly contract. Likewise, not preparing for a renewal in advance means losing leverage to renegotiate for better pricing or terms.

In short, without central oversight, schools risk spending significantly more on technology than necessary, while also exposing themselves to operational and compliance headaches.

The Cost of Missed Oversight

Many school leaders know that a large percentage of educational software licences go under used or entirely unused. In other words, schools are paying for tools that aren’t actually delivering value. Duplication means paying twice for the same functionality, which no cost-conscious school would intentionally do. And when budgeting is done in scattered spreadsheets or following a siloed approach, it’s easy to overlook upcoming payments or to be surprised by an automatic renewal. This can throw carefully planned budgets off course or mean there are cost reduction opportunities that are being missed.

There’s also a security and compliance angle. Every software application in use can contain sensitive student or staff data. If a school isn’t fully aware of all the apps teachers have signed up for, how can it ensure those apps meet data protection standards and cybersecurity requirements? Unmonitored apps – especially ones no longer in use – can become security vulnerabilities or lead to compliance breaches (for example, violating UK GDPR rules on student data). Good governance requires knowing exactly which tools are in play across the organisation.

Introducing the Contract, by 9ine

The 9ine Contract platform is a comprehensive solution designed specifically to tackle these EdTech budgeting and management challenges. It provides IT Managers, Bursars and Business Managers with a one-stop platform to oversee all technology contracts and expenditures across the whole school.

Rather than juggling spreadsheets and calendar reminders, Contract offers a centralised dashboard for all your EdTech and IT contracts. This platform has been built with the education sector in mind, meaning it aligns with how schools operate and the typical issues they face. Key information about each contract – vendor details, costs, renewal dates, user counts, and more – is stored in one place. The platform can send automated alerts well in advance of renewal or cancellation deadlines, ensuring you never inadvertently miss the chance to cancel or renegotiate a contract.

Crucially, Contract helps highlight overlaps and underutilisation. By seeing all software and services in one view, you can quickly spot if two different departments have subscriptions to similar tools, or if a particular app hasn’t been used in months via the integration with user reviews in our Application platform. This enables schools to make data-driven decisions: whether to consolidate products/ services, cut out those offering duplicate features, or invest in training to increase usage of a potentially valuable tool.

Benefits of 9ine Contract: From Cost Savings to Compliance

Implementing the 9ine Contract platform delivers several important benefits:

• Cost Savings: Perhaps the most immediate benefit is identifying redundant spending. Schools have saved substantial amounts by cancelling redundant apps and unused licences once they were identified. Instead of money leaking away on forgotten renewals or dual systems, those funds can be reallocated to higher-priority needs (or contribute to easing overall budget pressures). Additionally, by tracking contract end dates, schools can proactively renegotiate with vendors for better deals, often securing discounts or more favourable terms.
• Improved Budget Forecasting & Efficiency: With all IT and EdTech expenses in one platform, schools can finally achieve accurate, long-term budget forecasting for technology. You can model the next 3-5 years of IT spend with confidence, accounting for contract escalation clauses or planned upgrades. Operational efficiency is improved as well – the time spent hunting through files or email chains for contract details is eliminated. The business office and IT department can collaborate seamlessly with up-to-date information, leading to more strategic decision-making about technology investments.
• Enhanced Security Oversight: The platform delivers better oversight of applications in use, which is a boon for IT security. When you know every app that’s in the school’s ecosystem, you can ensure each one meets your security standards. It becomes far easier to enforce policies (for example, requiring strong passwords or two-factor authentication on all platforms) and to withdraw access to platforms that no longer meet compliance or security criteria. Reducing the number of unmonitored apps also shrinks the surface area for potential cyber attacks. In short, 9ine Contract helps keep your digital environment safer.
• Better Governance and Compliance: From a governance perspective, the board of governors or trustees will appreciate that the school has a firm grip on its technology estate. Compliance with data protection laws and licensing agreements is strengthened when nothing slips through the cracks. For example, if a software licence limits usage to a certain number of students, the platform can help track this to avoid inadvertent breach of contract. Likewise, knowing all platforms in use means data processing agreements can be checked for GDPR compliance. By using Contract, schools demonstrate accountability and due diligence in managing their resources – something inspectors and auditors increasingly expect to see.

Turning Technology into an Asset, Not a Liability

For too long, technology costs have been a moving target for schools – significant, yet not managed with the same rigour as other major expenditures. It’s time to change that. By leveraging a dedicated solution like the 9ine Contract platform, IT, bursars and business managers can transform their school’s approach to EdTech spending. The outcome is a win-win: financial savings, streamlined operations, and stronger security and compliance. Technology then becomes an asset that supports teaching and learning, rather than a source of unwelcome surprises in the budget.

Ready to regain control of your EdTech budget and ensure no pound is wasted? We invite you to take the next step. Book a demo of the 9ine Contract platform to see firsthand how it can benefit your school. Experience the clarity and confidence that comes with proactive technology management – and join the growing number of schools that are turning hidden technology costs into visible value.