Why Shipping Laptops Internationally Hurts Remote Teams

We get this question a lot,  ‘Can’t we just ship laptops from HQ to our remote employees abroad?’” At first glance, shipping laptops internationally seems like a straightforward solution for equipping global teams. Yet, here’s the reality: shipping laptops internationally may sound simple, but it’s one of the most common and costly mistakes global teams make.

For any organization managing remote employees or planning to scale globally, the answer to this challenge is much deeper than logistics. Companies often underestimate the operational risks, compliance hurdles, hidden costs, and employee frustration that follow. In this comprehensive, experience-driven guide, we unpack the pitfalls of international laptop shipping and reveal why smarter companies are switching to regional IT asset management and local device provisioning.

Let’s dive into what really happens when you attempt to ship IT equipment overseas and how Remoasset streamlines device management worldwide.

The Harsh Reality of Shipping Laptops Across Borders

Every week, finance, HR, and IT leaders face the dilemma of getting devices to hires in countries far from company headquarters. But international shipping is rarely simple or predictable.

• Customs Delays: Laptops and other IT equipment can be held for 10+ days, sometimes longer due to paperwork errors, ambiguous import rules, or random regulatory checks. Customs clearance time for electronics can range from 2 days to more than 3 weeks, particularly in high-regulation markets like Brazil, India, or Turkey. 
• Import Duties & Taxes: These can easily double the cost of the device. For instance, shipping a $1,200 laptop to Brazil can rack up $600-$1,000 in import duties and VAT. In the EU, VAT ranges from 19% to 25% depending on the country..
• Hardware Compatibility Issues: Wrong keyboard layouts, voltage incompatibility (e.g., U.S. 110V vs. Europe 220V), and region-locked software can create friction. Employees may be unable to use locally standard accessories or face trouble with power adapters.
• Lost or Damaged Shipments: Carriers like FedEx and UPS report that international shipments are up to 3x more likely to go missing or sustain damage compared to domestic shipments.
• Voided Warranties: Manufacturers such as Apple, Dell, or Lenovo commonly restrict warranty coverage to the region of original purchase. If a laptop breaks in a country other than where it was bought, the device might not be serviceable.
• Example Case Study: A U.S.-based SaaS startup sent ten laptops to new hires in India. Four out of ten devices were seized by customs due to missing documentation and tax disputes. The company lost over $6,000 in hardware and had to purchase replacements locally, delaying onboarding by three weeks.

The Compliance & Data Security Nightmare

Cross-border laptop shipping is not just a logistical headache, it’s a compliance risk minefield.

• Data Privacy Laws: Moving pre-configured or encrypted laptops internationally triggers overseas data transfer issues. Europe’s GDPR, the U.S.’s SOC 2, and HIPAA for health data impose strict requirements on device handling and personal data. Companies are liable for breaches if a device with sensitive data is lost or tampered with during shipping.
• Device Seizure: If customs officials hold or seize a device, company data stored on the machine could be exposed to third parties. Data privacy obligations mean firms must account for every asset and its potential exposure.
• Unencrypted or Pre-Configured Devices: Shipping laptops that are pre-configured with company credentials or data poses a potential data breach if theft or interception occurs.
• Jurisdictional Compliance: Many countries have differing requirements on device security and software, leading to compliance gaps if standards aren’t met.

The Hidden Financial Impact

Shipping devices across borders isn’t just tricky, it’s expensive. Let’s break down the typical costs and hidden fees.

• Import Duties and Taxes: Depending on region, duties and VAT can range from 18% to 50% of the laptop’s value, often exceeding local market markups.
• Replacement Costs: Lost, damaged, or seized laptops often must be replaced fast, driving up CapEx as companies scramble to source locally.
• Admin Overhead: Shipping, insurance, tracking, and customs management require dedicated admin time or outsourcing to brokerage, costing an average $80–$150 per shipment for specialized handling.
• Time-to-Productivity Loss: Delayed onboarding can cost companies $500–$1,500 per remote hire, factoring in lost productivity, idle wages, and delayed project starts.

Sample Cost Comparison Table: Shipping vs. Local Provisioning

Sources: 

FedEx, Apple India, Easyship

Employee Experience & Operational Friction

The impact isn’t just financial,  the onboarding and daily experience for a remote employee can be compromised.

• Long Delays: Employees wait for weeks to get the necessary hardware, resulting in wasted payroll and frustration.
• Compatibility Issues: Different keyboard layouts and power adapters confuse new hires and often require additional purchases.
• Service & Warranty Gaps: If the device fails, replacements or warranty service can be far slower or altogether unavailable.
• Security Risks: Employees left without a device may resort to using personal laptops, opening the door to corporate data risks via non-compliant endpoints.
• What Smart Companies Do Instead

It’s time to stop fighting the uphill battle of cross-border laptop shipping. Here’s what leading global teams do:

• Local or Regional IT Asset Management: Deploy and retrieve devices through partners familiar with local regulations, supply chains, and warranty systems.
• ITAD & Provisioning Vendors: Specialized vendors like Remoasset handle local sourcing, asset deployment, device retrieval, data erasure, and even recycling.
• Compliance & Security: Local provisioning ensures adherence to jurisdictional compliance (GDPR, SOC 2, HIPAA) and integrates with enterprise mobility management tools for zero-touch deployment.
• Audit-Ready Disposal: Certified erasure and environmentally compliant recycling keep you audit-ready and sustainable (ITAD Overview).
• Real-World Example: Global Teams That Got It Right

Remote-first companies like GitLab and Zapier rely on distributed laptop provisioning models.

• GitLab: Operating in 65+ countries, GitLab partners with regional IT asset vendors to equip team members globally while maintaining compliance and cost control.
• Zapier: Uses a network of local service providers and device management platforms to deliver seamless onboarding, hardware retrieval, and certified disposal.

These companies benefit from reduced friction and rapid productivity while avoiding the pitfalls of international shipping.

How Remoasset Makes It Effortless

Remoasset is designed from the ground up to solve the challenges of remote asset management, everywhere.

• Regional Laptop Provisioning: Source and deploy laptops in multiple countries, tailored to local standards.
• Certified Retrieval and Disposal: Manage device returns safely, with zero data residue, including issued disposal certificates for audit traceability.
• Global Dashboard: Real-time visibility into inventory, warranties, and shipment status.
• Cost-Efficiency: Avoid duties, brokerage fees, and onboarding delays with locally sourced devices.
• Compliance Alignment: Integrated support for cross-regional compliance, device encryption, and support for leading MDM tools.
• Zero-Touch Deployment: Configure and ship devices ready for immediate use,  seamless integration with cloud-based mobile device management.

Conclusion

Shipping laptops internationally introduces risk, hidden costs, and unwanted delays for remote teams and global companies. The supposed convenience is consistently outweighed by the likelihood of customs snafus, compliance nightmares, and ballooning expenses. Instead, enable smart global growth by partnering with regional asset management experts like Remoasset. Equip your global workforce smarter, skip customs delays and compliance headaches, and let Remoasset handle your laptop provisioning end-to-end.