Managed IT for a 25-50 Employee CPA Firm Typically Costs $100 to $275 Per User Per Month
A CPA firm with 25-50 employees can generally expect to invest $100 to $275 per user per month for comprehensive managed IT support. That equals approximately $2,500 to $13,750 per month, depending on the number of users, cybersecurity requirements, compliance needs, support coverage, cloud infrastructure, and accounting applications involved.
A 30-person CPA firm, for example, would typically budget between $3,000 and $8,250 per month. That range may include help desk support, cybersecurity protection, Microsoft 365 management, backup monitoring, vendor coordination, technology planning, and support for tax and accounting software.
The lowest monthly proposal is not always the least expensive option. A provider that excludes cybersecurity, compliance assistance, backup testing, after-hours support, or strategic planning can expose your firm to additional fees, downtime, and risk.
What Determines the Cost of Managed IT for a CPA Firm?
Managed IT pricing is usually determined by five primary factors: the number of supported users, the required level of cybersecurity, compliance responsibilities, application complexity, and the amount of strategic guidance the firm needs.
1. Number of Employees and Devices
Many managed service providers use a per-user pricing model. Each user may have a desktop, laptop, mobile device, Microsoft 365 account, remote-access requirements, and access to multiple financial applications.
| Number of employees | Estimated monthly investment |
|---|---|
| 25 | $2,500-$6,875 |
| 35 | $3,500-$9,625 |
| 50 | $5,000-$13,750 |
Per-user pricing can make IT expenses easier to forecast as the firm hires employees, opens locations, or expands its service offerings.
2. Cybersecurity Requirements
CPA firms hold tax returns, Social Security numbers, payroll information, bank details, and other sensitive client records. Protecting that information requires more than basic antivirus software.
A cybersecurity-focused managed IT plan may include:
- Multi-factor authentication
- Endpoint detection and response
- Email security and phishing protection
- Microsoft 365 security management
- Managed patching
- Vulnerability management
- Security awareness training
- Threat monitoring
- Backup monitoring and recovery testing
Some providers offer these protections as optional add-ons. Before comparing prices, determine whether the proposed service includes a complete security program or only basic technical support. Learn more about 911 IT's cybersecurity services.
3. Compliance and Documentation Needs
CPA firms may need help translating security requirements into documented policies, procedures, and technical controls. Compliance-related support can include risk assessments, access reviews, employee training, incident-response planning, vendor oversight, and maintenance of a Written Information Security Plan.
These activities require specialized expertise and ongoing attention. They may increase the monthly investment, but they also help the firm demonstrate that client information is being handled responsibly.
Firms that need to develop or update their security documentation can review this guide to Written Information Security Plans.
4. Accounting and Tax Software Complexity
A CPA firm's technology environment may include tax preparation software, document management systems, client portals, payroll applications, QuickBooks, Adobe Acrobat, Microsoft 365, remote-access tools, scanners, and third-party integrations.
An MSP with experience supporting CPAs and financial firms can often diagnose industry-specific issues faster because its technicians understand accounting workflows, filing deadlines, software dependencies, and the consequences of downtime during tax season.
5. Strategic IT Planning
Basic IT support focuses on fixing problems after they occur. Strategic managed IT also helps the firm plan technology investments, prepare for tax season, strengthen business continuity, manage vendors, and align cybersecurity decisions with business goals.
This planning may be delivered through a virtual CIO or technology advisor who helps leadership answer questions such as:
- Which systems should be replaced during the next 12-24 months?
- What technology investments should be included in the annual budget?
- Which risks need immediate attention?
- How should the firm prepare for growth or an acquisition?
- Can the firm continue operating if a server, application, or location becomes unavailable?
What Should a Comprehensive Managed IT Agreement Include?
A complete agreement should clearly define the services included in the monthly fee, the provider's responsibilities, and any situations that may result in additional charges.
Live Help Desk Support
Employees should have a straightforward way to reach a qualified technician when they experience a problem. Ask whether calls are answered by live technicians, what hours are covered, and how urgent issues are prioritized.
Proactive Monitoring and Maintenance
Monitoring should identify failing equipment, missing updates, storage problems, security alerts, and other warning signs before they become major interruptions.
Cybersecurity Protection
Security should be integrated into the service rather than treated as an unrelated product. The agreement should explain which protections are included for endpoints, email, identities, cloud services, networks, and backups.
Microsoft 365 Administration
Microsoft 365 management may include licensing, account creation, account termination, security configuration, access control, email troubleshooting, and protection against account compromise.
Backup and Business Continuity
Backups should be monitored and tested rather than merely installed. Your provider should be able to explain what is backed up, how often backups occur, how long data is retained, and how the firm would recover after a failure or cyberattack.
Review the available business continuity services to understand how backup and recovery fit into a broader continuity strategy.
Vendor Management
Your MSP should be prepared to work with internet providers, software vendors, copier companies, phone providers, and other technology partners. This gives your team one point of contact instead of requiring employees to coordinate several vendors during a disruption.
Technology Planning
Regular planning meetings should address upcoming projects, security priorities, equipment replacements, budget considerations, and changes within the firm.
Which Managed IT Costs Are Commonly Left Out of Proposals?
Before comparing providers, ask whether the following services are included in the quoted price:
- After-hours and weekend support
- On-site service
- New employee setup
- Employee offboarding
- Security awareness training
- Microsoft 365 backup
- Compliance consulting
- Cyber insurance support
- Emergency incident response
- Technology planning meetings
- Projects and major upgrades
- Support for specialized accounting applications
A proposal that appears inexpensive may become costly when routine work is billed separately. Ask each provider to identify both inclusions and exclusions in writing.
What Is the Real Cost of Inadequate IT Support?
The monthly service fee is only one part of the financial decision. CPA firms should also consider the cost of slow response times, recurring technical problems, lost billable hours, security incidents, failed backups, delayed filings, and employee frustration.
During tax season, even a short disruption can affect many employees simultaneously. For example, if 30 employees lose access to essential systems for two hours, the firm loses 60 hours of productive time before accounting for delayed client work or management involvement.
A well-managed environment is designed to reduce these interruptions through proactive maintenance, documented recovery procedures, responsive support, and long-term planning.
Real CPA Client Experience: Proactive Planning Before Tax Season
One financial-industry client described how 911 IT helped the firm prepare for a possible transition to remote work before it became mandatory. Because a plan was already in place, employees were able to move home during tax season without the firm having to create its technology strategy in the middle of a crisis.
"They are proactive and always looking towards the future to solve potential problems before they become actual problems."
The lesson is straightforward: the value of managed IT is not limited to closing support tickets. The greatest value often comes from identifying risks early and preparing the firm before an interruption occurs.
10 Questions to Ask Before Hiring a Managed IT Provider
- How many CPA or financial firms do you currently support?
- What services are included in the monthly fee?
- Which services are billed separately?
- What support is available during evenings, weekends, and tax deadlines?
- How do you protect Microsoft 365 accounts and email?
- How frequently are backups monitored and recovery-tested?
- Can you help maintain our Written Information Security Plan?
- How do you support our tax, accounting, payroll, and document-management applications?
- Will we receive regular technology planning and budgeting guidance?
- How will you transition us from our current IT provider?
The 911 IT CPA Technology Readiness Framework
When evaluating a CPA firm's technology environment, review five connected areas rather than focusing only on day-to-day support.
1. Security
Confirm that identities, endpoints, email, cloud systems, networks, and data are protected through layered controls.
2. Compliance
Document policies, risk assessments, security responsibilities, training, incident-response procedures, and vendor oversight.
3. Business Continuity
Verify that critical systems and data can be recovered within a timeframe that supports the firm's client obligations.
4. Employee Productivity
Give employees fast access to knowledgeable support and eliminate recurring problems that consume billable time.
5. Strategic Planning
Create a technology roadmap that addresses growth, replacements, security priorities, tax-season readiness, and future investments.
Why CPA Firms Work With 911 IT
911 IT provides managed IT services designed to combine responsive support, proactive maintenance, cybersecurity, and strategic technology planning. CPA and financial-industry clients frequently highlight the team's responsiveness, familiarity with their environments, clear communication, and focus on preventing problems.
Key service advantages include:
- 24/7 access to live IT support
- Proactive cybersecurity protection
- Experience supporting CPA and financial firms
- Flat-rate, predictable pricing
- Business continuity and recovery planning
- Technology strategy and budgeting guidance
- A 100% money-back guarantee
- Local support from a company serving businesses since 2004
Read additional experiences from 911 IT clients.
Frequently Asked Questions
How much should a 30-person CPA firm budget for managed IT?
Using a planning range of $100-$275 per user per month, a 30-person CPA firm should budget approximately $3,000-$8,250 per month. The final price depends on security, compliance, applications, infrastructure, and support requirements.
Is cybersecurity normally included in managed IT pricing?
It depends on the provider. Some include a complete cybersecurity stack, while others charge separately for endpoint protection, email security, training, monitoring, backups, and incident response. Request a written list of included security services.
Why does CPA-focused IT support cost more than basic computer support?
CPA firms often require stronger security, compliance documentation, business continuity planning, support for specialized applications, and rapid assistance during filing deadlines. These requirements demand more tools, expertise, and ongoing management than basic break-fix support.
Is per-user or per-device pricing better?
Per-user pricing is often easier to budget because it can cover the employee's accounts and multiple devices under one predictable fee. However, firms should compare the complete scope of service rather than selecting a provider based only on its billing model.
Can managed IT cost less than hiring internal IT staff?
For many 25-50 employee firms, an MSP provides access to help desk technicians, cybersecurity specialists, project resources, and strategic guidance for less than the combined cost of building an equivalent internal department. The comparison should include salaries, benefits, training, tools, coverage, and the risk associated with relying on one employee.
Get a Clear Managed IT Cost Estimate for Your CPA Firm
The right managed IT budget depends on your firm's users, applications, security requirements, compliance responsibilities, and growth plans. A useful proposal should clearly explain what is included, what is excluded, and how the recommended services reduce operational risk.
Schedule a discovery call with 911 IT to discuss your current technology environment and receive guidance based on your firm's needs.
