Find out what managed IT should cost per person. See a monthly invoice built from Miami-area market pricing, where it sits among real proposals, and how it compares with hiring in-house, so you know what to expect before you ask for a quote.
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Managed IT support
10 users at $175 each a month
Productivity suite
Microsoft 365 or Google Workspace, about $14 per user
Password manager
$6 per user
Backup storage
Local and cloud, about $3.20 per user
Network hardware, spread over its life
$1.30 per user, on a five-year schedule
Refresh and contingency reserve
$13 per user
Estimated monthly total
$2,125
10 employees · standard managed IT · one device each
$213 per employee. Most proposals land at $1,875 to $2,375 a month. Yours will differ.
Managed IT estimate
Start from an example
Count everyone with a work login, part-time staff included. Managed IT is usually priced per person, not per desk.
On-site servers, not cloud services. They only matter when you compare a per-device quote.
Patient records, payment cards or financial data that carry compliance duties.
Someone answers outside office hours, at an added cost.
Productivity suite, password manager, backup storage and a hardware refresh reserve, so the total reads as a full per-employee cost.
Managed IT support
15 users at $175 each a month
$2,625
$1,875 to $3,750
Monthly total
$2,625
Project work, per year
An allowance built from the report's rates for a security assessment, a network configuration project and an installation day, scaled to your size.
$5,750
Annual total
$37,250
Each row changes one thing and shows what it does to the annual total.
Some providers charge per device instead of per person. For 15 workstations that comes to about $1,125 a month ($75.00 per employee), against $2,625 for the per-user support above.
The two are not equal in scope. Per-device quotes usually cover the machines and leave out network gear, and often the help desk or the security stack. Ask each provider for both, then compare what is in each.
Estimate · 15 people
$2,625a month
The rates come from our South Florida SMB IT cost report: our own quoting work and the competing proposals clients bring us. Most providers quote privately, so this is our read of the market, not a formal survey. Treat it as planning pricing, then ask for quotes.
Support only, at the typical rate, with no software, hardware or projects. Under each figure is where most proposals land.
| Team size | Monitoring only | Standard managed IT | Compliance-grade |
|---|---|---|---|
| 10 people | $775$475 to $1,200 | $1,750$1,500 to $2,000 | $3,500$3,000 to $4,000 |
| 25 people | $2,000$1,275 to $3,075 | $4,375$3,750 to $5,000 | $8,750$7,500 to $10,000 |
| 50 people | $3,875$2,475 to $6,000 | $8,750$7,500 to $10,000 | $17,500$15,000 to $20,000 |
$125 to $250 per person
A flat fee for each employee, covering all their devices. It is the dominant model under 50 people and the one this calculator uses. Most proposals for 10 to 50 people land between $150 to $200.
$50 to $100 per workstation, $100 to $400 per server
A fee for each endpoint, with network gear priced separately. It favours businesses where people share machines and costs more when everyone carries a laptop, a desktop and a tablet. Count your devices before comparing it with a per-user quote.
Fixed packages at set prices
Packages at set price points, sometimes with a monthly minimum. They suit stable, well-understood needs and are the hardest to compare, because two packages at the same price rarely contain the same things.
Results from the calculator itself for three common businesses. Open any of them to change the details.
10 people · standard · software stack included
A small firm with client files to protect, one device each and a busy season that needs the help desk to answer.
$213 per employee. Most proposals land at $1,875 to $2,375 a month. About $30,771 a year with projects.
25 people · compliance-grade · one server
Patient data brings HIPAA duties, so monitoring with human response and documented controls are part of what is being bought.
$350 per employee. Most proposals land at $7,500 to $10,000 a month. About $111,708 a year with projects.
50 people · standard · after-hours · busy year
A growing team with a dedicated person on the way, evening coverage and a year of moves, hires and migrations.
$195 per employee. Most proposals land at $8,250 to $11,250 a month. About $139,760 a year with projects.
Most proposals for a 10 to 50 person business land within a narrow band. The shaded part of the bar shows it, so you can tell whether a quote is ordinary, unusually low or unusually high.
A cheaper agreement often bills security tools, backup administration and anything after five on top. A comprehensive agreement at the upper end can cost less once those are counted.
If your team shares machines, a per-device quote can be far lower. If everyone has a laptop, a desktop and a tablet, it can be higher. Count your devices before you compare.
The Compare tab sets managed IT beside a full-time hire, a part-time consultant and doing it yourself, with the time your own people lose included.
Rates cluster more tightly than most buyers expect, which makes scope more useful to compare than price. Ask every provider the same questions.
What it costs, why quotes differ and what the calculator leaves out
In the Miami area, standard managed IT runs $125 to $250 per user a month, and most proposals for a 10 to 50 person business land between $150 to $200. Compliance-grade scope runs $300 to $400. Monitoring-only plans start around $99 a month, with fixes billed by the hour. These are market figures from our own quoting work, not a survey.
Read the South Florida IT cost reportFor standard managed IT at the typical rate, support alone comes to about $1,750 a month for 10 people ($21,000 a year), $4,375 for 25 ($52,500) and $8,750 for 50 ($105,000). The range is wider than the typical figure suggests: where most proposals land is $1,500 to $2,000 for 10 people, $3,750 to $5,000 for 25 and $7,500 to $10,000 for 50. Software, hardware and projects are extra.
The plan is $99 to $150 a month, which looks cheap, but fixes are billed at $175 to $350 an hour. For 15 people the calculator estimates about $1,225 a month in a normal year, against $2,625 for standard managed IT, and it can reach $2,925 in a bad one. A long outage can cost more than a year of the plan itself.
That tier is real and often missing from cost discussions. It usually means one of three things: the provider hosts infrastructure for you, the agreement includes round-the-clock security monitoring with human response, or project labor is bundled into the monthly fee. If your business handles patient, payment card or financial data, compliance-grade scope may be what you need. If not, standard managed IT at $150 to $200 per user is usually enough. Ask which of the three a quote contains.
It depends on how many devices each person has. Per-device pricing runs $50 to $100 per workstation and $100 to $400 per server a month, with network gear extra. It tends to win when people share machines, and lose when each person has several devices. The two are rarely the same scope, so ask for both quotes and compare what each includes.
Typically hardware, software licences, large projects such as an office move or a full migration, third-party audits (SOC 2, PCI or HIPAA assessments), and connectivity. After-hours work may be extra. The calculator adds a project allowance and an optional software and security stack so you can see them, and lists what it leaves out under every estimate.
Below roughly 30 employees, managed IT generally gives you more coverage per dollar. An in-house support specialist costs $79,000 to $101,000 a year fully loaded, and one person cannot provide round-the-clock monitoring, cover their own holidays or hold all the knowledge safely. On the calculator's default settings the two draw level at around 40 people. Our market read puts the tipping point between 40 and 60 employees, depending on scope.
When to stop doing IT yourselfA co-managed agreement supplements your own IT person rather than replacing them. They handle daily support and know the office. The provider handles monitoring, security tooling, patching and escalation. It suits businesses of about 30 to 50 people that have outgrown pure outsourcing but cannot justify a full internal team, and it usually costs less than a full managed agreement. The calculator shows the provider fee as roughly 60 to 80% of a full one, which is our assumption.
Our published rate is $125 to $175 per user a month for clients on infrastructure we installed, and it is shown beside the market range for standard managed IT. Pricing for other environments depends on what we find, so we quote after a free consultation. We publish the figure because a cost report should be open about its own pricing.
Managed IT servicesIt is a planning estimate built from Miami-area market pricing, not a quote. The range shows how far real proposals can differ, and the headline is the middle of where most land. Some inputs are our assumptions rather than published rates, such as the small-team minimum and the project allowance, and the Estimate tab lists what each line uses. A firm price needs a look at your devices, software and security needs.
We have been serving Miami businesses for over 15 years. A short conversation about your devices, software and security needs turns this estimate into a written quote. The consultation is free and the estimate above is yours to keep either way.
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