“How much does managed IT cost?” is one of the first questions business owners ask, and the honest answer is that it depends on what’s included. Two quotes for the same office can differ widely because they describe different services. This guide explains the common pricing models and what to look for so you can compare like with like.
The common pricing models
Per user, per month. You pay a set amount for each person supported, usually covering all of that person’s devices. It’s simple to budget and suits businesses where staff use several devices.
Per device, per month. Each managed computer, server and network device has a price. This can suit environments with shared workstations or lots of infrastructure relative to staff.
Tiered packages. Providers bundle services into levels — for example monitoring only, monitoring plus help desk, or fully managed with security tools. Make sure you know which tier a quote is based on.
Block hours or break-fix. You buy time in advance or pay hourly as problems arise. It looks cheaper until something significant breaks, and it gives the provider no incentive to prevent problems.
What should be included
A comparable managed IT quote should state clearly whether it covers:
- Monitoring of servers, network equipment and workstations
- Operating-system and application patching, and firmware updates
- Endpoint protection and email security tools
- Backup monitoring and periodic restore tests
- Help desk support — remote and on site — and whether on-site visits cost extra
- User onboarding and offboarding
- Microsoft 365 administration
- Documentation of your environment
- Regular planning or review meetings
What is often billed separately
- Projects such as server replacements, migrations or office moves
- Hardware and software licences
- After-hours work
- Support for devices or locations outside the agreed scope
- Third-party services such as phone systems or internet circuits
None of these are unreasonable to charge for. The problem is not knowing in advance.
Why quotes for the same office differ
- Different scope. One includes security tools and backup; another quotes them separately.
- Different assumptions. One assumes everything is in good shape; another has priced in the work to fix what isn’t.
- Different security baselines. Multi-factor authentication, endpoint detection and immutable backups cost money — and they’re increasingly what cyber insurers expect.
- Onboarding. Some providers charge a one-time fee to document and standardise your environment; others build it into the monthly price.
Questions to ask every provider
- Exactly which users, devices and locations does this cover?
- What would cause my bill to change month to month?
- Is on-site support included, and is there a travel charge?
- How are backups tested, and will I see the results?
- Who owns the admin passwords and documentation if we part ways?
- What does onboarding involve, and is it included?
Our approach: we quote after an assessment, so the price reflects your actual environment, and we put scope, exclusions and responsibilities in writing. Ask us for an assessment.