Managed IT Services Costs Made Clear by a Trusted Lakeland IT Firm

Lakeland, United States - September 11, 2025 / ACTS360 /

Lakeland IT Company Explains What's Included in Managed IT Services Pricing

Budgeting for IT support remains a challenge for many businesses. While IT budgets are expected to rise in 2025, 92% of companies plan to prioritize cost-saving measures, with 37% renegotiating vendor contracts to match their budget.

Managed IT services pricing can vary widely based on business size, needs, and service choices, making it challenging to plan confidently. Some businesses overpay for unnecessary services, while others face unexpected fees.

Transparency in pricing is key to solving these challenges. As Gregory Sweers, CEO at ACTS360, notes, “Clear pricing builds trust and helps businesses plan IT costs confidently.”

This blog from a reliable IT company in Lakeland breaks down the key factors that influence managed IT pricing, explores different pricing models, and outlines what’s typically included in managed IT services. You can reduce waste and maximize your IT value with the proper knowledge.

What Factors Influence Managed IT Services Pricing?

Several factors contribute to shaping your managed IT costs. Each factor changes the effort and resources the provider must put in, which affects your monthly or annual fees. Understanding these factors helps you avoid surprises and select services that align with your needs.

Number of Users and Devices
The more people and devices you have, the higher your fees. Usually, each user needs support for multiple devices, including laptops, desktops, and mobile phones.

Providers monitor, update, and secure all these devices, which requires more time and tools. Managing 50 devices costs more than managing 10.

Scope of Services Offered
Basic services such as network monitoring cost less. However, prices increase if you want complete cybersecurity, cloud management, regular backups, and compliance help.

More services mean more specialized staff and technology. This affects your managed IT services rates.

Contract Length and Flexibility
Longer contracts often come with discounts because providers can better plan their resources. Providers may charge more due to the higher risk and management effort associated with short-term or flexible contracts.

Data Volume and Complexity
Expect to pay more if your business handles large amounts of data or complex IT environments. Providers must allocate more storage, bandwidth, and security measures. This adds to your overall managed IT costs.

Each of these points connects directly to how providers calculate their fees. When you understand what drives price, you can make more informed decisions about which features are essential and which can be omitted.

What’s Included in the Managed IT Services Price List

When reviewing managed IT services price lists, it is essential to understand what you are getting for your money. Different providers bundle services differently, but most include these key offerings:

Network monitoring: Constant tracking of your network systems to catch failures or performance issues early. This prevents downtime that could hurt your productivity.
Cybersecurity protections: Protection layers, such as firewalls, antivirus software, malware scans, and regular security updates, safeguard your systems against online threats.
Backup and disaster recovery: Scheduled backups ensure your important data is safe. If a problem occurs, disaster recovery plans help restore your data quickly, preventing loss.
Cloud services management: Managing cloud storage and applications ensures your business can scale efficiently, maintain security, and optimize performance.
Support hours: Access to IT experts during set hours for troubleshooting, updates, and assistance. Some providers offer 24/7 support at higher rates.
Compliance support: Ensures your IT systems meet industry standards and laws such as GDPR, HIPAA, and PCI-DSS to avoid fines and legal issues.

You pay for these services as part of your overall managed IT pricing. The more comprehensive the service list, the higher the monthly fees will be. But these services protect your business and keep IT running smoothly.

Common Managed IT Services Pricing Models Explained

Providers use various pricing methods to align with how businesses consume IT services. Each model has its strengths and is suited to specific types of companies.

Here are 5 of the most common managed IT pricing models:

Per-user pricing: A fixed monthly fee per user that covers all their devices. Ideal for teams where users have multiple devices. Costs stay predictable as headcount changes.
Per-device pricing: You’re billed for each device. For example, $69 per desktop or $299 per server. Works best when devices outnumber users or are shared across teams.
Tiered pricing: Service bundles like Bronze, Silver, and Gold. Each tier adds more features, providing options tailored to your support needs and response time requirements.
All-inclusive flat rate pricing: One monthly fee covers all agreed-upon services. No surprise add-ons. Ideal for businesses seeking comprehensive support and stable monthly billing.
A la carte pricing: You only pay for what you choose, like backup or cybersecurity. It’s flexible, but it can add up fast if you pick several services.

Some MSPs combine these models. For instance, you might have flat-rate support but pay à la carte for special projects or cloud services.

Knowing these pricing styles helps you pick the model that fits your business and goals.

How to Use a Managed IT Services Calculator to Calculate ROI

CloudSecureTech reports that managed IT services rates typically fall between $110 and $400 per user per month, depending on your needs and the provider’s service scope. If your business has 20 users and chooses a $ 120-per-month plan, that’s $ 1,440 monthly or $ 17,280 annually.

While that may seem like a large amount upfront, using a managed IT services calculator or a managed IT services ROI calculator can show how the investment offsets larger, hidden IT costs.

Here’s a practical, step-by-step breakdown to help you calculate ROI and understand the savings.

Company size: 20 employees
Current IT setup: In-house IT generalist and reactive third-party support
Managed IT plan: $120/user/month = $2,400/month = $28,800/year

Step 1: Calculate Current IT Costs Without Managed Services

Let’s break down the cost of an in-house IT setup and reactive third-party help:

Full-time IT staff salary: $75,000/year (including benefits)
Emergency repair/vendor costs: About $500/month × 12 = $6,000/year (this covers ad hoc fixes, server issues, and virus removal)
Downtime loss (avg 10 hours/year at $150/hr productivity loss × 20 users): 10 hours × $150 × 20 users = $30,000/year
Security incident mitigation (1 minor incident/year at $5,000): $5,000/year

Total Current Costs Without Managed Services =
$75,000 + $6,000 + $30,000 + $5,000 = $116,000/year

Step 2: Compare with Managed Services Costs

Managed IT contract:
$120 × 20 users × 12 months = $28,800/year

Eliminated costs:

No full-time IT salary: saves $75,000
No emergency repair bills: saves $6,000
Downtime reduced by 80%: new cost = $6,000 (vs $30,000) → saves $24,000
Lower security risks: assume 90% reduction = $500 saved annually

Total Cost with Managed IT =
$28,800 (contract) + $6,000 (downtime loss) + $500 (residual risk) = $35,300/year

Step 3: Calculate Savings and ROI

Savings = $116,000 (old setup) – $35,300 (managed IT) = $80,700/year
ROI = ($80,700 savings ÷ $28,800 investment) × 100 = 280% ROI

If you’re unsure where to start, use a managed IT services calculator to plug in your numbers. Look at how many users you have, the services you need, and your current IT expenses. Comparing the before-and-after results will clearly show whether managed services are worth the investment.

Ways Managed IT Services Can Save You Money Despite the Cost

What Factors Influence Managed IT Services Pricing - Guide from an IT Company in Tampa

Managed IT services might seem expensive initially. However, they help you avoid costly surprises and improve your IT operations, saving money in many ways:

Reducing IT staff expenses: Instead of hiring full-time IT personnel, you pay only for the services you use. This lowers payroll costs and benefits expenses.
Preventing emergency repair bills: Proactive monitoring catches problems early, avoiding expensive emergency fixes or system replacements.
Increasing technology efficiency: Experts ensure your software and hardware work at their best, reducing downtime and improving employee productivity.
Regular maintenance and updates: Keeping systems up to date prevents performance drops and security issues that can cause costly disruptions.
Automating routine tasks: Backups, updates, and monitoring run automatically, saving time and labor costs.

What to Consider When Choosing a Managed IT Services Provider

Choosing the right MSP matters as much as price. Consider these factors carefully before signing a contract:

Reputation and experience: Check reviews, case studies, and client references to ensure the provider delivers quality service consistently.
Customer service responsiveness: Fast, helpful support is critical during IT incidents to minimize downtime.
Clear Service Level Agreements (SLAs): Ensure SLAs define guaranteed response times, uptime, and support coverage to protect your business interests.
Service location: Local providers may offer quicker on-site support. Remote providers often deliver efficient remote services that save costs.
Transparent pricing: Select MSPs that clearly outline their managed IT pricing structure without hidden fees or unexpected costs. Transparency helps you plan your budget and build trust.

Comparing Popular Managed IT Pricing Models

To help you decide, here is a comparison table that highlights the key features of each pricing model, including cost predictability, flexibility, and typical user profiles.

Pricing Model	Cost Predictability	Flexibility	Best For	Example Monthly Cost
Per-user	Moderate	Medium	Businesses with many mobile users	$100/user
Per-device	High	Low	Companies with fixed hardware	$69/desktop, $299/server
Tiered	Moderate	Medium	Growing businesses that want packages	$50-$200 per tier
All-inclusive flat rate	High	Low	Businesses wanting budget certainty	$1,000 flat for full support
A la carte	Low	High	Custom needs or tight budgets	Varies by service

Maximize Your IT Investments with a Trusted Lakeland IT Firm

Knowing how managed IT services pricing works helps you avoid confusion and make smarter IT decisions. You’re better equipped to build a stable and predictable IT budget when you understand what drives cost, what services you get, and how each pricing model works.

ACTS360 is a trusted provider of managed IT services across the greater Tampa Bay area, supporting over 2,340 end-users with fast and reliable service.

Our team commits to an 80% reduction in recurring IT issues within 90 days, which reflects the consistently high quality we deliver.

If you’re ready to get IT support that aligns with your business goals and budget, contact a trusted IT firm in Lakeland today to speak with a team that values transparency, efficiency, and long-term partnerships.