I've been providing IT services for a small group of architecture, engineering, and construction (AEC) firms for over ten years, and now one of my long-time clients is being acquired by a larger company that has its own IT staff. I recently found out that this new company thinks I own all the IT equipment in their office simply because I'm the one bringing in and removing gear as needed. Despite my consistent invoicing for my work and all the hardware, they expect me to collect everything after the acquisition closes in a few weeks. I'm not sure how to handle this situation and also what to do with around 20 workstations and a bunch of other gear that I really don't want to store or deal with. Have any of you dealt with something similar? How should I approach this so it doesn't create issues for me down the line?
5 Answers
You should definitely go back to the contracts and invoices you have. Remember to note all equipment you supplied to them over the years; it shows you have a record of ownership. If it costs you time and effort to clear the equipment, invoice them for that too.
You could suggest a 'disposal fee' for handling this situation. If the new company doesn't want the equipment, make it clear you're willing to help out with the disposal, but it’ll be billable service. That way, you're covered commercially too!
It’s smart to ask for some written acknowledgment from them regarding the equipment. If they don’t want it, just make sure you’re clear that you won’t take responsibility for it. Based on your previous experience, they might consider writing you into a new temporary contract for disposal and cleaning, which can bind them to any liabilities.
You definitely need to clarify your ownership of the equipment with the current owners. Let them know that their assumption is incorrect, and you won’t be responsible for collecting everything. If you want to keep things chill, you could simply suggest a local IT recycler who would dispose of the equipment for free. But still, don't forget to get everything documented just in case!
Consider donating those monitors to schools or non-profits. Lots of educational institutions could use them, especially in underfunded areas. It might also give you a nice tax write-off! Local charities or community centers often appreciate the help too.
Yeah, schools are always looking for spare monitors. I’ve given away old monitors to a few local groups and it felt great to help out!
Find out if any local gamer or streaming community could use them for dual setups. You might be able to shift them that way too!
I get it, you want to keep things smooth with the clients. Still, you’re right to be cautious about potential future demands from the new company. It seems odd for them to let that much value disappear, but you should definitely cover your bases.