If you're in IT or operations leadership, you're probably keeping a close eye on cloud costs, security investments, and software licensing. But there’s one category that quietly eats into budgets month after month. 

Wireless.

Mobile plans, data pools, connected tablets, rugged devices, IoT lines they all add up fast. And in most mid-sized businesses, it adds up incorrectly. 

We’ve reviewed wireless environments for companies across industries from logistics and construction to healthcare and retail. We see the same patterns repeatedly: overpayments, outdated plans, and under-the-radar fees that suck money from IT budgets that could be used for more strategic initiatives.

In this blog we are breaking down the three most common ways wireless plans drain budgets and how to fix each one.

1. You're Paying for People (and Devices) Who Are Long Gone

We call this one “The Ghost Line Problem,” and it’s one of the most persistent sources of wireless waste in business. Here is how it happens. 

As employees leave, projects end, or teams shift, devices and SIMs often don’t get shut off. You’re left paying $30, $40, even $70 per month for a line that no one is using.

And it’s not just phones—this also applies to:

• Tablets issued to field techs
• Wireless failover devices
• LTE hotspots and USB modems
• IoT and M2M lines for equipment sensors or monitoring devices

In organizations with more than 50 wireless lines, it’s common to find 10–20% of them inactive or duplicative.

The impact of this is those  ghost lines compound over time. For example:

• 15 inactive lines x $50/month = $750/month
• That’s $9,000 per year—just in wasted line charges

Now factor in associated data costs, taxes, and fees, and the real figure is even higher.

Here is how to fix it. Run a wireless inventory audit every quarter.
TopSpin clients benefit from line-level usage reports that flag zero-use or low-use devices for review. We also help establish lifecycle policies that align with HR and procurement—so wireless assets don’t slip through the cracks when people exit the company or change roles.

2. Your Data Pool is Built for Last Year’s Usage

Most businesses use pooled data plans. And in theory, it makes sense: aggregate your total data needs across all users and share the pot. But when was the last time you reviewed whether that pot still fits your usage? Here is how it happens. 

• Your team’s usage patterns have changed (hybrid work, app updates, different devices)
• You’re either consistently underutilizing your pool (paying for unused data)
• Or worse, consistently exceeding it and getting slapped with overage fees

Both scenarios hurt. We’ve seen companies paying for a 200GB data pool and using only 80GB… and others racking up $1,200 in overage fees each month because their pool no longer reflects actual demand.

Here is the impact of misaligned data pools. 

• Waste (when you pay for unused data)
• Penalties (when you exceed limits)
• Budget unpredictability (making planning harder for IT and finance)

In one recent engagement, TopSpin helped a regional retail chain reduce wireless overage fees by 86% simply by realigning their pool to match modern usage.

Here is how to fix it. Get monthly usage visibility and adjust quarterly.
We recommend reviewing your top 20 data users and comparing actuals against your pool. Look for outliers like users burning 20x the data of others and ask why. Are they streaming, running business-critical apps, or on outdated hardware?

TopSpin uses analytics tools to model different pooling scenarios and recommends adjustments that keep your costs predictable and fair.

3. You’re Still on Legacy Plans the Carrier Loves (But You Shouldn't)

Wireless plans evolve constantly. New pricing structures, better device subsidies, and volume discounts become available all the time but you won’t hear about them unless you ask.

Carriers won’t proactively tell you that you could:

• Cut your per-line cost from $45 to $30
• Get free device upgrades under a newer plan
• Eliminate old add-on charges that are now bundled

Instead, you’ll keep paying legacy rates. 

• Your wireless environment hasn’t been reviewed in over 12 months
• You’ve added lines incrementally, not under a centralized strategy
• You’re stuck in contracts that don’t reflect your current needs

Even worse? Many companies have multiple plans active across their environment some from 2019, some from 2022, some negotiated ad hoc with no consistency.

The impact of  Legacy plan drift leads to:

• Higher costs per user or device
• Inconsistent experience across departments
• Poor leverage when it’s time to renew or scale

And it’s not just large enterprises. We’ve seen 40-person organizations with five different plan types and zero visibility into whether they’re getting a good deal.

Here is how to fix it. Benchmark your environment against the market.
TopSpin provides independent, vendor-neutral assessments of your wireless plans against current offerings from every major carrier.

We’ll identify opportunities to:

• Consolidate plans across your footprint
• Negotiate better volume pricing or terms
• Upgrade devices or sunset old ones tied to obsolete plans

Carriers negotiate every day—we make sure you’re negotiating with the same level of insight and leverage.

So What Should You Do Next?

Start with awareness. Most IT and operations leaders don’t intentionally overpay for wireless—but they don’t have time to untangle the problem either.

Here’s a simple action plan to regain control:

-Audit all lines. Eliminate or reassign anything unused.
-Review data usage. Rebalance your pools quarterly.
-Benchmark plan pricing. Don’t assume your current contract is competitive.
-Get a partner. You don’t have to go it alone.

TopSpin Tech specializes in this. We’re not a reseller or carrier we’re your independent advocate. That means we’ll review your wireless environment with fresh eyes, offer real data-backed recommendations, and help you save (without sacrificing service or performance).

The Bottom Line

Wireless is no longer a fringe part of your infrastructure. It powers your workforce, protects your uptime, and connects your customers. But left unchecked, it also drains your IT budget silently.

You don’t need a rip-and-replace solution. Most of the time, small changes drive big impact:

• Right-size your data plan
• Trim inactive lines
• Upgrade to smarter contracts

If you haven’t done a wireless review in the last 6–12 months, chances are you’re overpaying. Let’s fix that.

Ready for a Second Opinion?

TopSpin offers a free wireless cost analysis with no obligation. We'll review your environment, highlight opportunities for savings, and give you a roadmap for optimization.

Let’s make your wireless spend work for your business—not against it.

Schedule a free consultation using the "book a meeting" at the top of this page