Basic Monitoring (Remote Only)
Standard (Remote + Help Desk)
Premium (Fully Managed + On-site)
Month-to-Month (No Discount)
1 Year Contract (5% Discount)
3 Year Contract (10% Discount)
Base Support Cost:$0.00
Infrastructure Cost (Servers):$0.00
Add-ons & Licensing:$0.00
Term Discount:-$0.00
Estimated Monthly Total:$0.00
Estimated Onboarding Fee (One-time):$0.00
function calculateMSPCost() {
// Get Inputs
var users = parseFloat(document.getElementById('msp-users').value);
var servers = parseFloat(document.getElementById('msp-servers').value);
var serviceLevel = document.getElementById('msp-service-level').value;
var contractTerm = parseInt(document.getElementById('msp-contract-term').value);
var hasSecurity = document.getElementById('msp-security').checked;
var hasBackup = document.getElementById('msp-backup').checked;
var hasM365 = document.getElementById('msp-m365').checked;
// Validation
if (isNaN(users) || users < 1) {
alert("Please enter a valid number of users (at least 1).");
return;
}
if (isNaN(servers) || servers 0 ? servers : 1;
addonTotal += (backupCount * 150);
}
// M365: $22 per user (Business Premium avg)
if (hasM365) {
addonTotal += (users * 22);
}
// Subtotal before discount
var grossMonthly = totalUserBase + totalServerBase + addonTotal;
// Calculate Discount
var discountPercent = 0;
if (contractTerm === 12) discountPercent = 0.05;
if (contractTerm === 36) discountPercent = 0.10;
var discountAmount = grossMonthly * discountPercent;
var netMonthly = grossMonthly – discountAmount;
// Onboarding Fee Logic (Industry standard is often ~1 month of MRR or flat fee per user)
// Calculating as $100 per user + $250 per server for setup
var onboardingFee = (users * 100) + (servers * 250);
if (onboardingFee < 1000) onboardingFee = 1000; // Minimum onboarding
// Display Results
document.getElementById('msp-base-cost').innerHTML = '$' + totalUserBase.toLocaleString(undefined, {minimumFractionDigits: 2, maximumFractionDigits: 2});
document.getElementById('msp-server-cost').innerHTML = '$' + totalServerBase.toLocaleString(undefined, {minimumFractionDigits: 2, maximumFractionDigits: 2});
document.getElementById('msp-addon-cost').innerHTML = '$' + addonTotal.toLocaleString(undefined, {minimumFractionDigits: 2, maximumFractionDigits: 2});
document.getElementById('msp-discount-amount').innerHTML = '-$' + discountAmount.toLocaleString(undefined, {minimumFractionDigits: 2, maximumFractionDigits: 2});
document.getElementById('msp-total-monthly').innerHTML = '$' + netMonthly.toLocaleString(undefined, {minimumFractionDigits: 2, maximumFractionDigits: 2});
document.getElementById('msp-onboarding').innerHTML = '$' + onboardingFee.toLocaleString(undefined, {minimumFractionDigits: 2, maximumFractionDigits: 2});
// Show result container
document.getElementById('msp-result-container').style.display = 'block';
}
Managed IT Services Pricing Guide
Budgeting for technology support is a critical component of operational planning for modern businesses. Whether you are transitioning from an internal IT department or seeking a new Managed Service Provider (MSP), understanding the cost structures involved is essential. This calculator helps estimate the Monthly Recurring Revenue (MRR) typically associated with outsourced IT support.
How is Managed IT Pricing Calculated?
Unlike simple software subscriptions, Managed IT Services pricing is dynamic, based on the complexity of your infrastructure and the level of support required. The three primary models include:
Per-User Model: This is the most common pricing structure. The MSP charges a flat fee for every employee who uses technology. This usually covers support for their workstation, mobile device, and user accounts (e.g., Office 365, Email).
Per-Device Model: Pricing is based on the number of endpoints (desktops, laptops, servers, firewalls) monitored. This is more common in server-heavy environments with fewer actual human users.
Tiered Service Levels: MSPs often offer "Bronze, Silver, Gold" packages. Bronze might cover only remote monitoring, while Gold includes unlimited on-site support and advanced security.
Average Cost Breakdown per Industry Standards
While prices vary by region and provider maturity, the following table provides a general baseline for budgeting purposes in the United States:
Service Tier
Price Range (Per User/Month)
Inclusions
Monitoring Only
$70 – $100
Patch management, remote monitoring, anti-virus. Helpdesk is billed hourly.
When using the calculator above, you will notice options for servers and add-ons. These are critical cost drivers:
Server Maintenance: Servers require significantly more expertise and liability management than a standard laptop. Pricing typically ranges from $150 to $300 per server per month.
Onboarding Fees: Switching IT providers requires a documentation audit, agent deployment, and network cleanup. Expect a one-time fee typically equivalent to one month of service or a flat per-seat setup fee.
Cybersecurity & Compliance: Basic support includes antivirus. However, compliance-heavy industries (Healthcare/HIPAA, Finance/SEC) require Managed Detection and Response (MDR), SIEM, and SOC services, which can add $20-$50 per user.
Value vs. Cost
While the monthly cost of an MSP may seem significant, it is often 30-50% less expensive than hiring an internal IT staff. An internal System Administrator typically commands a salary of $70,000+, plus benefits, taxes, and tools. An MSP provides a full team of experts for a fraction of that total cost, ensuring 24/7 redundancy and access to enterprise-grade tools.