MSP Pricing Calculator
Estimate what managed IT services will cost your business. Adjust users, servers, industry, and coverage hours — then see what most MSP quotes leave out. No email required to get a number.
Estimated monthly range
$3,036 – $5,152/ month
Annual: $36,432 – $61,824
Per user: $121 – $206/ month
- Base service
- $3,000 – $5,000
- Servers
- $300 – $600
- Industry adjustment
- ×1.00
- Coverage adjustment
- ×1.00
- Volume discount
- ×0.92
What this usually includes
- +Helpdesk plus remote monitoring and alerting
- +Patch management for workstations and servers
- +Vendor management for core IT suppliers
- +Backup oversight and routine maintenance
- +Documented environment and standard operating procedures
Usually not included
- –Onboarding or project kickoff fees
- –Hardware, replacement devices, and wiring
- –Project work (migrations, office moves, new locations)
- –Third-party licences (Microsoft 365, backup vendors, line-of-business apps)
These figures are industry benchmarks, not MSP Companies verified data. Actual quotes vary by city, SLA, and scope.
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How MSP pricing models actually work
Most managed service providers sell a monthly subscription, not an hourly clock. The four models you will see on proposals are per-user, per-device, tiered bundles, and all-you-can-eat flat fees. Per-user is the most common for offices: you pay for each person who needs a mailbox, a laptop, and a helpdesk ticket. Per-device makes more sense when you have more machines than people — shop floors, kiosks, or shared workstations. Tiered plans package helpdesk, monitoring, and security into Good / Better / Best. All-you-can-eat quotes a single monthly number for a defined environment and breaks if headcount or locations change. Break-fix — paying only when something fails — still exists, but it is a different product: you are buying labour after an outage, not a contracted outcome.
Cost goes up when the MSP has to staff nights and weekends, hold compliance evidence (HIPAA, SOC 2, financial retention), or babysit servers that still run line-of-business software. It also goes up when they include EDR, email filtering, and awareness training instead of selling those as add-ons. Volume usually works the other way: 25–99 users often see a modest discount, and 100+ users a larger one, because the provider can standardize tooling and spend less time per seat.
Healthcare, financial services, and legal practices usually pay more because the MSP must document access, retain logs, and sit through audits. Manufacturing adds operational technology and older line-of-business servers. Retail and non-profits often sit closer to the general-business rate unless they take card data or run multi-site POS. None of that is a rule of law — it is why this tool applies industry multipliers as planning assumptions, then tells you they are benchmarks, not our verified dataset.
Before you sign, ask what the monthly fee excludes. Onboarding, hardware, project work, and third-party licences are the four lines that turn a tidy per-user rate into a surprise invoice. Ask for the SLA in writing — first response versus time-to-resolve — and whether after-hours means a true 24/7 desk or an emergency pager. Ask who owns the backup and who restores it. Then compare two or three verified providers on the same scope, not the same slogan. Use this calculator as a budget band, then read how to choose an MSP, review the full managed IT pricing guide, or browse the managed IT services directory.