If you're researching managed IT services for your accounting firm, you're probably asking the same question we hear from many firm owners:

"How much should we budget?"

For most accounting firms with 5-25 employees, managed IT services typically cost between $150 and $250 per user per month, depending on your cybersecurity requirements, compliance obligations, cloud applications, and support needs.

For example:

  • 5 employees: $750-$1,250/month ($9,000-$15,000/year)
  • 10 employees: $1,500-$2,500/month ($18,000-$30,000/year)
  • 20 employees: $3,000-$5,000/month ($36,000-$60,000/year)

While you may find providers advertising prices under $100 per user, it's important to understand what's included, and more importantly, what's missing. For accounting firms handling sensitive financial information, choosing the lowest price often results in higher costs later through downtime, security incidents, or compliance issues.

This guide explains what drives managed IT pricing and what accounting firms should expect from a true managed services partner.

The Five Factors That Determine Managed IT Pricing

Not every accounting firm has the same technology needs. These five areas have the biggest impact on monthly costs.

1. Number of Employees

Most MSPs price services per user because each employee requires ongoing support, security, software management, and endpoint monitoring.

A five-person CPA practice has very different needs than a twenty-five-person accounting firm with multiple offices and remote employees.

2. Cybersecurity Requirements

Cybersecurity is no longer optional for accounting firms.

Modern managed IT services should include protection such as:

  • Endpoint Detection & Response (EDR)
  • Multi-Factor Authentication (MFA)
  • Email threat protection
  • Microsoft 365 security management
  • Security monitoring
  • Vulnerability management

Firms with higher security requirements or cyber insurance mandates typically invest more because they require additional protection and monitoring.

3. Compliance Requirements

Accounting firms are trusted with highly confidential financial information.

Depending on your clients and services, your technology environment may need to support compliance with requirements such as:

  • FTC Safeguards Rule
  • GLBA (Gramm-Leach-Bliley Act)
  • IRS Publication 4557
  • State privacy regulations
  • Cyber insurance security controls

Compliance-aware IT planning helps reduce business risk while preparing your firm for audits and insurance renewals.

4. Business Applications

Your software stack also affects pricing.

Many accounting firms rely on applications such as:

  • Microsoft 365
  • QuickBooks
  • Thomson Reuters products
  • CCH software
  • Drake Tax
  • UltraTax CS
  • Adobe Acrobat
  • Secure document management systems

Supporting and securing these applications requires specialized expertise beyond basic desktop support.

5. Strategic IT Planning

The best MSPs do more than answer help desk tickets.

They help you:

  • Plan hardware replacement cycles
  • Budget future technology investments
  • Improve cybersecurity maturity
  • Reduce operational risk
  • Align IT with business growth

Strategic planning transforms IT from an expense into a business asset.

What Should Be Included in Managed IT Services?

A quality managed IT agreement should include much more than fixing computers when they break.

Look for services such as:

  • Unlimited help desk support
  • 24/7 system monitoring
  • Patch management
  • Endpoint Detection & Response (EDR)
  • Microsoft 365 administration
  • Multi-Factor Authentication management
  • Email security
  • Backup and disaster recovery
  • Vendor management
  • Quarterly technology reviews
  • Strategic IT planning

If these services aren't included, ask whether they are available as additional billable services.

What Low-Cost Providers Often Leave Out

Low monthly pricing can be appealing, but many inexpensive plans exclude critical services.

Low-Cost Provider Comprehensive Managed IT
Reactive support Proactive monitoring
Basic antivirus Managed EDR/XDR
Limited backups Disaster recovery planning
No technology roadmap Strategic IT planning
Break/fix approach Continuous optimization
Limited compliance guidance Compliance-aware recommendations

For accounting firms, these differences become especially important during tax season, when downtime and cybersecurity incidents can have significant business consequences.

Example Annual Budgets

Here are realistic budget ranges for accounting firms in California.

Five-Person CPA Practice

  • Monthly: $750-$1,250
  • Annual: $9,000-$15,000

Ideal for firms seeking proactive support, cybersecurity, Microsoft 365 management, and reliable backups.

Ten-Person Accounting Firm

  • Monthly: $1,500-$2,500
  • Annual: $18,000-$30,000

Typically includes expanded cybersecurity, strategic planning, vendor management, and compliance support.

Twenty-Person Financial Services Office

  • Monthly: $3,000-$5,000
  • Annual: $36,000-$60,000

Often includes advanced security controls, disaster recovery planning, compliance consulting, and ongoing infrastructure optimization.

Why Experience Matters More Than Price

Many IT providers focus primarily on resolving support tickets after something breaks.

At Everleap IT, our perspective is different.

For more than 20 years, we've managed and secured production hosting environments, the kind of infrastructure businesses depend on every minute of every day.

Managing production systems teaches lessons that directly benefit our managed IT clients:

  • Problems are prevented before users notice them.
  • Security is built into daily operations.
  • Backups are only valuable if recovery is tested.
  • Monitoring is continuous, not occasional.
  • Long-term planning reduces unexpected costs.

That operational experience allows us to help accounting and financial firms build technology environments that are secure, resilient, and prepared for future growth.

Choosing the Right MSP

Price is important, but it shouldn't be the only factor.

When evaluating managed IT providers, ask questions such as:

  • Do you specialize in accounting or financial firms?
  • How do you protect sensitive financial data?
  • What cybersecurity services are included?
  • How often are backups tested?
  • Do you provide strategic IT planning?
  • What experience do you have managing mission-critical infrastructure?
  • How do you help clients prepare for compliance requirements?

The answers will tell you far more than a monthly price alone.

Partner with an MSP That Plans for Your Future

Managed IT isn't simply about fixing technology issues. It's about helping your business operate more securely, efficiently, and confidently.

At Everleap IT, we've spent more than two decades protecting production environments where uptime, security, and reliability are essential. We bring that same operational discipline to every accounting and financial firm we support throughout the Inland Empire, including Rancho Cucamonga, Ontario, Upland, Claremont, and nearby communities.

If you're evaluating managed IT services or planning your technology budget, we'd be happy to discuss your goals and help you determine the right approach for your business. Book a quick 15-minute meeting here.