Managed IT Pricing for Architecture Firms: The Direct Answer
A 25–50 person architecture firm should generally budget $100–$275 per user per month for managed IT services. That equals approximately $2,500–$6,875 per month for 25 users or $5,000–$13,750 per month for 50 users.
The actual price depends on what is included, the condition of your current technology, your cybersecurity requirements, the number of locations you operate, and the complexity of your Autodesk Revit and BIM environment. A lower-cost plan may provide basic help desk support, while a comprehensive plan can include 24/7 assistance, proactive monitoring, cybersecurity, Microsoft 365 management, backup oversight, vendor coordination, and strategic technology planning.
For architecture firms, the lowest monthly price is rarely the best measure of value. The better question is whether the provider can keep Revit users productive, protect project data, support deadlines, and create a predictable technology roadmap.
Estimated Monthly Managed IT Costs by Firm Size
| Employees | Estimated Cost Per User | Estimated Monthly Cost | Estimated Annual Cost |
|---|---|---|---|
| 25 | $100–$275 | $2,500–$6,875 | $30,000–$82,500 |
| 30 | $100–$275 | $3,000–$8,250 | $36,000–$99,000 |
| 35 | $100–$275 | $3,500–$9,625 | $42,000–$115,500 |
| 40 | $100–$275 | $4,000–$11,000 | $48,000–$132,000 |
| 50 | $100–$275 | $5,000–$13,750 | $60,000–$165,000 |
These figures are planning ranges rather than a formal quote. Licensing, hardware purchases, major projects, internet service, cloud consumption, and compliance assessments may be billed separately depending on the provider and agreement.
Why Architecture Firms Have More Complex IT Requirements
Architecture firms are not typical office environments. Their technology must support demanding design applications, large project files, external consultants, hybrid work, strict deadlines, and valuable intellectual property.
Common requirements include:
- High-performance Autodesk Revit, AutoCAD, Navisworks, and visualization workstations
- Large BIM files that must synchronize reliably
- Autodesk Construction Cloud and BIM Collaborate Pro administration
- Secure access for remote employees and multiple offices
- Fast storage, reliable networking, and sufficient internet bandwidth
- Microsoft 365, Teams, SharePoint, and OneDrive management
- Protection for drawings, specifications, contracts, and client data
- Backup and disaster recovery procedures that are regularly tested
- Technology planning aligned with hiring, project volume, and office growth
A provider unfamiliar with these workflows may treat every performance problem as a workstation issue. In reality, slow Revit performance can also involve storage, networking, model structure, add-ins, cloud synchronization, remote access, or outdated infrastructure.
Architecture firms should therefore compare providers based on both their service model and their ability to understand design technology. 911 IT supports technically demanding businesses through its IT support for engineering firms and broader managed IT services.
The Five Factors That Most Affect Managed IT Pricing
1. Number of Users, Devices, and Locations
Most MSPs price services per user, per device, or through a hybrid model. Per-user pricing is common because one employee may use a workstation, laptop, mobile device, Microsoft 365 account, and several cloud applications.
Multiple offices add complexity. Each location may require managed firewalls, business-grade Wi-Fi, internet redundancy, secure connectivity, local support, and standardized equipment. A 30-person firm operating from three offices may require more management than a 40-person firm working from one location.
2. Cybersecurity Requirements
Cybersecurity can significantly affect monthly pricing. Basic antivirus is no longer sufficient for firms storing valuable designs and client information.
A strong security program may include:
- Multi-factor authentication
- Endpoint detection and response
- Email threat protection
- DNS and web filtering
- Microsoft Entra ID and Conditional Access
- Device encryption
- Security awareness training
- Phishing simulations
- Vulnerability management
- Incident response planning
- Backup monitoring and recovery testing
Architecture firms pursuing government, healthcare, education, infrastructure, or regulated projects may also need documented policies and stronger access controls. Learn more about the available cybersecurity services.
3. Autodesk and BIM Complexity
An architecture firm with basic AutoCAD use has different needs from a firm running large Revit models, rendering applications, point-cloud workflows, and collaboration across several offices.
Specialized support may involve:
- Workstation specification and lifecycle planning
- CPU, memory, GPU, and storage analysis
- Revit performance troubleshooting
- Autodesk licensing coordination
- BIM collaboration and cloud access
- File synchronization and latency analysis
- Large-format plotter and specialty device support
Providers with relevant experience may charge more than a generalist, but their knowledge can reduce troubleshooting time and prevent expensive purchasing mistakes.
4. Age and Condition of the Existing Environment
An environment with supported systems, documented configurations, standardized workstations, and modern security controls is easier to manage than one built through years of disconnected purchases.
Costs may initially be higher when a firm has:
- Unsupported servers or operating systems
- Workstations beyond their useful life
- Inconsistent Microsoft 365 configurations
- Undocumented administrator accounts
- Consumer-grade networking equipment
- Unreliable or untested backups
- No device inventory
- No onboarding or offboarding process
A responsible MSP should identify these conditions during onboarding and separate recurring service fees from one-time remediation projects.
5. Support Coverage and Strategic Services
A business-hours help desk should cost less than a comprehensive plan with 24/7 access, onsite support, proactive maintenance, and strategic consulting.
Higher-value agreements may include a virtual chief information officer, or vCIO, who helps leadership create budgets, evaluate risks, plan workstation replacements, review cybersecurity, and align technology with growth.
What Should Be Included in a Comprehensive Managed IT Plan?
Architecture firms should evaluate the complete service package rather than comparing monthly prices in isolation.
| Service | Why It Matters |
|---|---|
| Live help desk support | Gives employees a clear place to get assistance when technology interrupts project work. |
| Remote and onsite support | Allows quick remote resolution with local assistance when physical work is required. |
| 24/7 monitoring | Identifies failures, performance issues, and security events outside normal business hours. |
| Patch management | Keeps operating systems and supported applications updated. |
| Endpoint management | Creates consistent security, configuration, and inventory standards across devices. |
| Cybersecurity protection | Reduces the risk of ransomware, credential theft, and unauthorized access. |
| Microsoft 365 administration | Supports identity, email, collaboration, licensing, and security policies. |
| Backup monitoring | Verifies that backup jobs complete and failures are investigated. |
| Disaster recovery planning | Defines how systems and project data will be restored after a major incident. |
| Vendor coordination | Provides one point of contact for internet, software, hardware, and cloud vendors. |
| User onboarding and offboarding | Ensures employees receive appropriate access and former employees lose access promptly. |
| vCIO planning | Connects technology decisions to budgets, risk, staffing, and business goals. |
911 IT's managed IT services include proactive monitoring, 24/7 help desk support, technology management, and predictable flat-rate pricing. Its business continuity services address backup, disaster recovery, and operational resilience, while its cloud services support Microsoft 365, remote access, cloud storage, and virtual desktop requirements.
What May Cost Extra?
Even an inclusive managed services agreement may exclude certain expenses. Ask every provider to identify exclusions in writing.
Common additional costs include:
- Microsoft 365, Autodesk, security, and other software licenses
- New workstations, servers, firewalls, switches, and wireless equipment
- Cloud hosting and Azure consumption
- Major office moves and new-location buildouts
- Large migrations and infrastructure replacement projects
- Structured cabling
- After-hours project work
- Compliance audits and formal third-party assessments
- Data recovery from failed or damaged devices
- Specialized software consulting outside the MSP's scope
A transparent proposal should distinguish recurring services, optional services, pass-through licensing, and one-time projects.
Three Common Managed IT Service Levels
Level 1: Basic Support
Typical planning range: $100–$150 per user per month.
This level may include business-hours help desk support, basic monitoring, patching, antivirus, and limited administration. It may be appropriate for a small, standardized environment with modest security requirements.
Confirm whether onsite support, backup, Microsoft 365 administration, security training, after-hours support, and strategic planning are included.
Level 2: Comprehensive Managed IT
Typical planning range: $150–$225 per user per month.
This level commonly adds stronger cybersecurity, Microsoft 365 administration, endpoint management, backup oversight, vendor coordination, onsite assistance, documented processes, and regular technology reviews.
For many 25–50 person architecture firms, this represents the most practical balance between support, security, and predictable cost.
Level 3: Security-First and Compliance-Ready IT
Typical planning range: $225–$275 or more per user per month.
This level may include advanced identity controls, enhanced monitoring, formal security policies, vulnerability management, incident response planning, compliance assistance, frequent strategic reviews, and more demanding recovery requirements.
It may be appropriate for firms working on sensitive projects, handling regulated data, pursuing cyber insurance requirements, or supporting distributed teams with complex cloud infrastructure.
How to Build an Accurate IT Budget
Use a five-part framework rather than treating the MSP fee as the entire technology budget.
- Managed services: Recurring support, monitoring, management, and security.
- Software and cloud licensing: Microsoft 365, Autodesk, security platforms, backup, and cloud consumption.
- Hardware lifecycle: Workstations, servers, network equipment, monitors, and peripherals.
- Projects: Migrations, office moves, major upgrades, and new systems.
- Contingency: Unexpected failures, emergency replacement, and business changes.
For example, a 35-person firm should not assume that a $6,000 monthly managed services agreement represents its total IT budget. The firm may also need annual funding for workstation replacements, Autodesk licensing, Microsoft 365 subscriptions, cloud services, internet circuits, and planned projects.
Managed IT Versus Hiring an Internal IT Employee
A common comparison is the monthly MSP fee versus the salary of one internal technician. That comparison is incomplete.
An internal employee can provide valuable institutional knowledge and onsite availability, but one person may not cover help desk, cybersecurity, cloud administration, networking, vendor management, strategic planning, vacations, and after-hours emergencies.
A managed provider gives the firm access to a broader team and defined service processes. Some firms use a co-managed model in which an internal employee works with an outside MSP. This can be effective when the internal person handles day-to-day needs while the provider supplies advanced expertise, monitoring, cybersecurity, and project capacity.
911 IT also offers co-managed IT services for organizations that already have internal technology staff.
The Hidden Cost of Choosing the Cheapest Provider
A low monthly price can become expensive when it excludes the services required to keep architects productive.
Potential hidden costs include:
- Employees waiting hours or days for support
- Project delays caused by unreliable systems
- Recurring Revit performance problems
- Emergency hardware purchases without lifecycle planning
- Security incidents caused by weak identity or endpoint controls
- Backups that were never tested
- Unplanned project charges
- Leadership time spent coordinating multiple vendors
One 911 IT client reported that switching providers cut IT expenditures by almost half while improving system reliability. Other clients repeatedly describe fast responses, proactive recommendations, remote resolution, and the value of having an entire team available rather than relying on a single technician.
These outcomes do not guarantee identical results for every firm, but they demonstrate why responsiveness, prevention, and technical depth should be included in the buying decision.
A Practical MSP Comparison Scorecard
Score each provider from one to five in the following categories:
| Category | Questions to Consider |
|---|---|
| Architecture and Autodesk knowledge | Can the provider discuss Revit, BIM collaboration, workstation performance, and large-file workflows? |
| Response model | Will users reach a live technician? What are the documented response targets? |
| Cybersecurity | Are MFA, EDR, email security, training, and monitoring included? |
| Business continuity | Who monitors backups, and how often are restores tested? |
| Microsoft 365 | Does the provider manage identity, licensing, security, and collaboration settings? |
| Strategic planning | Will leadership receive budgets, lifecycle plans, and regular technology reviews? |
| Pricing transparency | Are exclusions, licenses, projects, and after-hours charges clearly documented? |
| Local and onsite support | Can the provider send a qualified technician onsite when necessary? |
| References and proof | Can the provider show relevant client results and long-term relationships? |
| Guarantees | What happens when service does not meet expectations? |
Questions to Ask Before Signing an Agreement
- How many architecture, engineering, or construction-related firms do you support?
- What experience does your team have with Autodesk Revit and BIM workflows?
- Which cybersecurity tools and services are included in the monthly fee?
- Is Microsoft 365 administration included?
- Are Microsoft 365 and project-data backups included or priced separately?
- What are your response targets for critical, high, normal, and low-priority requests?
- Can users reach a live technician after normal business hours?
- How do you troubleshoot slow Revit performance?
- How often do you test backup restoration?
- Will we receive a three-year technology roadmap and annual budget?
- Who owns our documentation, accounts, domains, and administrative credentials?
- What services are excluded from the agreement?
- How are projects, onsite visits, and after-hours work billed?
- What is the onboarding process, and how long does it usually take?
- Can you provide references from technically demanding businesses?
Example: A 32-Person Architecture Firm
Consider a 32-person architecture firm with one main office, several remote employees, Microsoft 365, Autodesk Revit, Autodesk Construction Cloud, a local file server, and aging network equipment.
Its planning estimate might include:
- Managed IT services: 32 users multiplied by $150–$225, or approximately $4,800–$7,200 per month
- Microsoft 365 and security licensing: Priced separately or bundled, depending on the agreement
- Workstation lifecycle: A planned replacement group each year rather than an emergency replacement of every computer at once
- Initial remediation: A one-time project to modernize identity security, document systems, replace unsupported equipment, and verify backups
The firm should compare that investment against the financial impact of project delays, unreliable remote access, recurring support problems, security exposure, and unplanned hardware failures.
When Fully Managed IT May Not Be the Right Choice
Fully managed services may not be necessary for every organization. A lighter support model may work when a firm has very few employees, simple systems, strong internal technical leadership, and limited security or compliance requirements.
Co-managed IT may be a better fit when the firm already employs a capable internal IT professional but needs additional cybersecurity, monitoring, project support, or 24/7 coverage.
The right provider should recommend the service model that fits the business rather than forcing every prospect into the same package.
Why Architecture Firms Choose 911 IT
911 IT has served businesses since 2004 and provides 24/7 access to live technical support. Its service model combines responsive help desk assistance with proactive monitoring, cybersecurity, cloud management, business continuity, and strategic planning.
Clients frequently describe 911 IT as responsive, knowledgeable, proactive, patient, and easy to work with. Several compare the service to having an internal IT department without relying on a single full-time employee. The company also backs its service with a 100% satisfaction guarantee.
For architecture firms, relevant capabilities include:
- Support for technically demanding design environments
- Microsoft 365 and cloud administration
- Cybersecurity-first technology management
- Backup and disaster recovery planning
- Remote and onsite support
- Hardware lifecycle and budgeting guidance
- Strategic technology reviews
- Support for growing and multi-location businesses
Frequently Asked Questions
Is managed IT usually billed per user or per device?
Many MSPs use per-user pricing because each employee may use several devices, accounts, and cloud services. Some providers use per-device or hybrid pricing. Ask how shared workstations, conference-room systems, servers, mobile devices, and part-time employees are counted.
Why might an architecture firm pay more than a typical office?
Architecture firms often require high-performance workstations, specialized Autodesk support, large-file collaboration, stronger storage and networking, secure remote access, and dependable recovery procedures. These requirements demand more specialized planning and support.
Should cybersecurity be included in the monthly fee?
Core cybersecurity should be included in a modern managed IT plan. Confirm the exact tools and services rather than accepting a general promise of “security.” Advanced compliance, penetration testing, and formal audits may be separate.
Are hardware and software licenses included?
Sometimes. Many providers bill Microsoft 365, Autodesk, backup, security, and cloud licenses separately. Hardware purchases are also commonly separate. The proposal should clearly state what is included.
Is a vCIO valuable for a 25–50 person firm?
Yes, particularly when the firm is hiring, opening locations, replacing infrastructure, adopting cloud services, or strengthening cybersecurity. A vCIO helps leadership make planned decisions rather than reacting to emergencies.
How long does it take to switch IT providers?
The timeline depends on documentation quality, access to administrative accounts, the condition of the environment, and required remediation. A provider should present a structured onboarding process covering discovery, documentation, security, monitoring, backup verification, and user communication.
How can we receive an accurate quote?
An accurate quote requires more than an employee count. The provider should review users, devices, locations, software, cloud systems, security controls, backups, infrastructure age, support expectations, and planned growth.
How to Get a Managed IT Cost Estimate for Your Firm
Start by documenting your employee count, offices, remote users, Autodesk applications, Microsoft 365 environment, current support frustrations, cybersecurity requirements, and major technology plans for the next three years.
Then request a proposal that separates:
- Recurring managed services
- Software and cloud licensing
- One-time onboarding or remediation
- Planned infrastructure projects
- Optional services
- Items specifically excluded from the agreement
911 IT can review your current environment, identify risks, and build a technology plan aligned with your firm's project workload and growth goals. Schedule a 10-minute discovery call to begin the conversation.
