Legacy Systems Are Killing Your ROI — Here’s the True Cost

For years, I’ve worked with companies that earn $50 million or more annually and still rely on outdated e-learning systems. These organizations often don’t realize how much money and efficiency they lose every single year simply because they haven’t upgraded their technology. The truth is, legacy systems are quietly killing your ROI. They might look functional on the surface, but beneath that outdated dashboard lies a massive drain on time, money, and morale. In this post (and in the YouTube video linked here and podcast episode linked here), I want to expose the hidden costs of these systems, share real-world examples, and show you how to transition to modern solutions that can save six figures or more every year—even after paying for professional help.

What Legacy Systems Really Are

When I say “legacy e-learning systems,” I’m talking about old technology that companies continue to use because it feels safer to stick with what’s familiar. In reality, “legacy” just means “outdated.” It’s the same idea as holding on to the first computer ever built while expecting it to keep up with today’s smartphones. Legacy systems are built on older frameworks, lack automation, and often require manual updates that eat away at your team’s time.

These systems weren’t designed for today’s pace of business or the flexibility modern learners demand. They often come with confusing user interfaces, limited customization options, and sky-high maintenance fees. Companies convince themselves that upgrading will be a hassle, but the real hassle is continuing to pour money into technology that’s already obsolete.

Why Old Technology Costs More Than You Think

Most people assume that newer technology costs more. In the world of e-learning, the opposite is true. When computers were first introduced, they were enormous, slow, and ridiculously expensive. The first commercially available computer in today’s dollars would cost more than $12 million—and it did a fraction of what a smartphone can do. Today, you can get a phone for under a thousand dollars that’s exponentially more powerful.

Legacy e-learning systems operate the same way. They were cutting-edge years ago, but now they’ve become inefficient, expensive to maintain, and limited in what they can achieve. I regularly see companies paying anywhere from $50,000 to $1 million per year just to keep their legacy software running. That’s not an exaggeration. Between licensing fees, tech support, and maintenance, the costs add up fast. The irony is that these same organizations could switch to modern platforms for as little as $5,000 to $10,000 per year and get ten times more functionality.

The First Hidden Cost: Financial Waste

The most obvious hidden cost of legacy systems is financial waste. Companies are literally burning through their budgets without realizing it. I’ve worked with enterprise clients who saved hundreds of thousands of dollars annually simply by moving away from their outdated LMS. The savings alone often cover my consulting fees several times over.

Modern platforms like Kajabi and TalentLMS have made it possible for companies to deliver high-quality learning experiences at a fraction of the cost. Kajabi, for example, can support up to 100,000 learners for around $5,000 per year. That’s a game-changer for organizations that were used to spending six figures or more. The shift isn’t just about saving money—it’s about redirecting those savings into growth, innovation, and employee development.

The Second Hidden Cost: Outdated User Experience

Even if your old system technically “works,” the user experience probably doesn’t. Outdated interfaces create friction for everyone involved—administrators, learners, and customers. When I help clients audit their systems, I often find that something as simple as issuing a certificate or enrolling a new learner requires multiple manual steps. Tasks that should be automated end up taking 15 or 20 minutes each, repeated hundreds of times a month.

This inefficiency doesn’t just cost time; it costs opportunities. A learner struggling to log in might abandon the training altogether. A potential customer who can’t find a purchase link might decide not to buy. I’ve seen companies lose countless sales simply because their systems made it hard for people to pay them. That’s the painful truth about legacy tech—it doesn’t just waste money; it kills momentum.

The Third Hidden Cost: Opportunity Loss

There’s another cost most executives don’t consider: the opportunity cost of maintaining old technology. Every hour your team spends fixing bugs, managing workarounds, or contacting support is an hour they’re not spending on innovation. I’ve met L&D leaders who spend 30 percent of their time simply keeping their legacy systems alive. Imagine what could happen if that time were redirected toward creating new courses, scaling programs, or improving the learner journey.

Modern systems are designed for adaptability. They integrate easily with other tools, allow real-time analytics, and can be customized in minutes instead of days. By switching to new technology, you free up your team to focus on growth instead of maintenance. And with the rise of AI, you can now customize systems faster and more affordably than ever before—without needing a single line of code.

The Path Forward: Escaping the Legacy Trap

If you’re starting to realize that your legacy system is costing more than it’s worth, there’s good news. Transitioning to modern technology doesn’t have to be complicated. I guide my clients through a simple three-step process that saves them time, money, and stress.

Step one: Identify the type of e-learning system you actually need. There are really only two types—internal and external. Internal systems are for training employees, while external systems are for selling courses or certifications to customers. Knowing which one you need helps narrow your choices and focus your budget.

Step two: Choose a modern platform that costs at least five to ten times less than what you’re currently paying. For most companies, this means replacing high-cost legacy software with a tool like Kajabi or TalentLMS. These platforms are powerful, affordable, and built for today’s learning landscape.

Step three: Customize the final 10 to 20 percent of your system to fit your organization’s unique needs. With AI tools, this process is easier than ever. You can personalize dashboards, automate workflows, and design a seamless user experience—all without expensive developers or IT teams.

Real-World Proof That It Works

I’ve seen the power of this transition firsthand. One of my enterprise clients, CoStar Group, an S&P 500 company, switched from a legacy e-learning system to Kajabi. They went from spending hundreds of thousands of dollars a year to just $5,000—and the results were immediate. Professors at Cornell and Virginia Tech, along with professionals from Marriott and other global organizations, have all praised how much smoother and more effective their new learning experience has become.

This isn’t an isolated case. I’ve helped multiple clients across industries achieve similar savings and impact. The common thread among them is a willingness to question the status quo. Once they understood that technology had evolved, they realized they didn’t need to settle for outdated tools that limit their growth.

Why Building Your Own Platform Is a Trap

Some companies think they can save money by developing their own e-learning systems. I’ve seen this idea backfire time and again. Building your own platform often costs more than adopting an existing one, and it rarely delivers the same level of reliability or support. Between development, maintenance, and security updates, the total cost can skyrocket beyond what most teams expect.

Modern systems like Kajabi and TalentLMS already handle the heavy lifting. They’re secure, regularly updated, and supported by dedicated teams. Instead of reinventing the wheel, you can invest your resources into customizing these proven tools for your specific goals.

The True Cost of Staying the Same

At the end of the day, the biggest risk isn’t upgrading—it’s standing still. Every year you continue using legacy systems, you lose money, productivity, and potential. You pay more for less. You frustrate your team. You slow your company’s ability to grow. And perhaps most damaging of all, you send a message to your employees and customers that innovation isn’t a priority.

Modernizing your e-learning technology is one of the simplest, fastest ways to increase profitability. The savings add up immediately, and the improved experience ripples across every part of your organization. Whether you’re training employees or selling online programs, upgrading your platform is no longer optional—it’s essential.

My Invitation to You

If this resonates with you, I want to help. That’s exactly why I built the eLearning Platform Finder™—a free tool that matches you with the best-fit learning technology in seconds. Once you’re matched, you’ll receive an exclusive extended free trial of your chosen platform, a step-by-step course to help you and your team set it up from scratch, and a complimentary Platform to Profit Strategy Session™ (a $2,000 value) when you email me your receipt after upgrading to a paid plan.

If your organization is ready to **save six figures or more per year—even after professional support—**it’s time to act. Your legacy system has already taken enough from your bottom line. Together, we can modernize your learning technology, streamline operations, and unlock new revenue potential.

And if you lead a $50M+ organization looking for hands-on partnership and proven results, I invite you to explore the Enterprise Learning Accelerator™—our high-touch, results-driven partnership program. Through this initiative, my team and I personally guide your transition from outdated systems to scalable, modern learning technology. Our clients routinely save six to seven figures annually and improve profit margins by 20% or more—while building e-learning systems that engage learners and scale globally.

Your transformation starts with one step. Let’s future-proof your learning ecosystem and reclaim the ROI your company deserves.