Understanding Managed IT Pricing for CPA Firms
Who This Guide Is For
This guide is designed for CPA firms in the Las Vegas area with approximately 10 to 50 employees that are evaluating managed IT services, planning an IT budget, or considering a new technology partner. Whether you're comparing providers for the first time or reassessing your current IT strategy, this article explains typical pricing, the factors that influence costs and how to budget for technology with confidence.
If you're evaluating managed IT services for your CPA firm, you can generally expect to budget between $150 and $300 per user, per month for professional managed IT services. For a 10-person firm, that typically translates to $1,500 to $3,000 per month, while a 25-person firm might budget $3,750 to $7,500 per month, and a 50-person firm $7,500 to $15,000 per month.
Actual costs depend on several factors, including the complexity of your technology environment, the accounting applications you use, the level of support you expect during tax season, and whether services such as cybersecurity are included as separate components of your overall technology strategy.
Unlike many pricing articles that simply provide a number and encourage you to "contact us for a quote," this guide explains why managed IT costs vary, what services are typically included, and how CPA firms can build a realistic technology budget that supports both daily operations and long-term growth.
Why CPA Firms Have Different IT Requirements
Every business depends on technology, but CPA firms face unique operational and security challenges that influence how their IT environments are designed and supported.
Throughout the year, accounting firms manage highly confidential financial information, personally identifiable information (PII), tax returns, payroll records, and other sensitive client data. During tax season, technology becomes even more critical as firms operate under compressed deadlines with little tolerance for downtime.
Many CPA firms also rely on specialized applications alongside Microsoft 365, secure client portals, document management systems, and cloud services. Those systems must work together reliably while remaining secure and accessible to authorized employees.
Technology decisions are also influenced by industry security expectations. While managed IT services alone do not make a firm compliant with any particular regulation, many of the security controls implemented by an experienced technology partner can support broader information security programs described in the FTC Safeguards Rule under the Gramm-Leach-Bliley Act (GLBA) as well as IRS guidance such as Publication 4557, Safeguarding Taxpayer Data. Those resources emphasize ongoing risk management, access controls, employee awareness, and protection of taxpayer information rather than one-time technology purchases.
For CPA firms, managed IT isn't simply about fixing computers. It's about helping the business remain productive, secure, and prepared throughout the year, especially during its busiest periods.
Typical Managed IT Pricing for CPA Firms
While every environment is different, the following planning ranges provide a realistic starting point for budgeting.
| Firm Size | Estimated Monthly Investment | Estimated Annual Investment |
| 10 Employees | $1,500-$3,000 | $18,000-$36,000 |
| 25 Employees | $3,750-$7,500 | $45,000-$90,000 |
| 50 Employees | $7,500-$15,000 | $90,000-$180,000 |
These figures assume comprehensive managed IT services for a professional services firm and are intended for planning purposes. Actual pricing depends on the scope of services, technology environment, support expectations, and security requirements.
It's also important to remember that managed IT is only one component of a firm's overall technology budget. Cybersecurity services, Microsoft 365 licensing, hardware replacement, business continuity planning, accounting software, and technology projects should all be planned separately rather than assumed to be included in a single monthly fee.
We'll explore those budgeting considerations later in this guide.
The Four Drivers of Managed IT Costs for CPA Firms
Many business owners wonder why one provider quotes significantly less than another. The answer usually isn't a simple matter of profit margins. Instead, pricing reflects differences in service scope, technology complexity, and long-term planning.
At ANAX, we encourage firms to evaluate managed IT using four primary cost drivers rather than focusing solely on the monthly price.
- People
The most common pricing model is based on the number of users receiving support.
As your firm grows, additional employees require:
- User accounts
- Microsoft 365 licensing
- Device management
- Help desk support
- Security protections
- Onboarding and offboarding
- Ongoing maintenance
A growing firm typically requires more support than a smaller organization, but economies of scale can also influence overall pricing.
- Technology
Not every CPA firm operates the same technology environment.
Some firms have embraced cloud-first platforms, while others continue to rely on on-premises servers or legacy accounting applications. Many operate a hybrid environment that combines both.
Technology considerations that commonly influence pricing include:
- Microsoft 365
- Cloud storage
- Accounting and tax software
- Document management systems
- Secure client portals
- Remote access solutions
- Network infrastructure
- Wi-Fi
- Printers and scanners
- Mobile device management
Supporting a modern, integrated technology environment generally requires more planning than supporting a handful of standalone PCs.
- Security
Cybersecurity has become one of the largest variables affecting managed IT planning.
Today's CPA firms face risks that include phishing attacks, credential theft, ransomware, business email compromise, and unauthorized access to sensitive financial information. Addressing those risks often involves multiple layers of protection rather than a single security product.
Examples include:
- Multifactor authentication (MFA)
- Endpoint protection
- Email security
- Identity management
- Security awareness training
- Vulnerability management
- Backup and recovery
- Ongoing security reviews
Many of these controls also support the broader security principles discussed in the FTC Safeguards Rule and IRS publications focused on protecting taxpayer information. Rather than viewing cybersecurity as a one-time project, successful firms treat it as an ongoing business process that evolves alongside changing threats.
It's important to note that cybersecurity services are not automatically included in every managed IT agreement. At ANAX, cybersecurity is available as a separate service bundle, allowing firms to select the level of protection that best aligns with their operational needs and risk profile.
- Strategy
The most valuable managed IT providers do more than resolve support tickets.
They help clients make better technology decisions.
That includes:
- Budget planning
- Technology roadmaps
- Hardware lifecycle planning
- Microsoft 365 optimization
- Vendor coordination
- Quarterly or annual technology reviews
- Planning for growth
- Preparing for major projects
For CPA firms, this strategic guidance can be particularly valuable before tax season, office expansions, software migrations, or significant technology investments.
Rather than reacting to problems as they occur, a strategic technology partner helps firms anticipate future needs and plan accordingly.
Price Is Important, But Value Matters More
When comparing proposals, it's tempting to focus on the monthly cost alone.
However, two providers offering similar prices may deliver very different levels of service.
For example, one proposal may include proactive monitoring, strategic planning, Microsoft 365 management, vendor coordination, and regular technology reviews, while another may primarily provide reactive help desk support.
Likewise, one provider may have experience supporting accounting applications and understanding the operational demands of tax season, while another serves a wide variety of industries without specialized experience.
The goal isn't necessarily to find the lowest monthly price. It's to understand what you're receiving in return for your investment and whether the provider can support your firm's long-term business objectives.
In the next section, we'll take a closer look at what services are typically included in managed IT agreements, what should be considered separately, and how different service models can affect both pricing and budget predictability.
What Should Be Included in Managed IT Services for a CPA Firm?
Understanding the monthly cost of managed IT services is only part of the equation.
An equally important question is:
What should a CPA firm actually receive for that investment?
Not every managed IT provider offers the same services, and two proposals with similar monthly pricing can include very different levels of support, planning, and security.
The best managed IT agreement isn't necessarily the one with the longest list of features. It's the one that clearly defines responsibilities, aligns with your firm's business objectives, and provides the right balance of proactive management, responsive support, cybersecurity, and predictable costs.
Core Services Every CPA Firm Should Expect
While every provider structures its offerings differently, most professional managed IT agreements should include several core services.
Help Desk and End User Support
When employees experience technology issues, they need timely assistance that minimizes interruptions to client work.
Typical support includes:
- Desktop and laptop troubleshooting
- Printer and scanner issues
- Microsoft 365 assistance
- Password resets
- Email support
- Remote assistance
- Basic software troubleshooting
For CPA firms, responsiveness becomes especially important during tax season, when even minor technical issues can delay client work and create unnecessary stress.
A technology partner should understand not only how to resolve technical problems, but also the operational impact those issues can have during critical filing deadlines.
Proactive Monitoring and Maintenance
One of the biggest differences between traditional break-fix IT support and managed IT services is the emphasis on preventing problems before they disrupt the business.
Proactive services commonly include:
- System monitoring
- Operating system updates
- Patch management
- Hardware health monitoring
- Disk capacity monitoring
- Performance optimization
- Routine maintenance
Rather than waiting for a server to fail or a workstation to become unusable, proactive monitoring helps identify potential issues early.
The goal is fewer disruptions, not simply faster repairs.
Microsoft 365 Administration
For many CPA firms, Microsoft 365 has become the foundation of day-to-day operations.
Managing Microsoft 365 effectively involves much more than creating email accounts.
Common responsibilities include:
- User provisioning
- License management
- Microsoft Entra ID administration
- Multifactor authentication
- Teams administration
- SharePoint management
- OneDrive configuration
- Distribution groups
- Security settings
- Basic policy administration
As firms adopt more cloud services and AI capabilities, Microsoft 365 management becomes increasingly important.
Simply owning Microsoft 365 licenses isn't the same as actively managing the environment.
Network Management
Your firm's network connects every workstation, cloud service, printer, wireless access point, and Internet connection.
Managed network services often include:
- Firewall management
- Switch management
- Wireless networking
- VPN administration
- Internet connectivity troubleshooting
- Network performance monitoring
Reliable network infrastructure becomes especially important when firms support remote employees, multiple office locations, or cloud-based accounting applications.
Vendor Coordination
Many CPA firms work with multiple technology vendors.
Examples include:
- Tax preparation software
- Accounting platforms
- Document management systems
- Phone providers
- Internet providers
- Copier vendors
- Line-of-business applications
Instead of requiring your staff to coordinate technical issues between vendors, your managed IT provider should help facilitate those conversations and assist with troubleshooting when systems interact.
This often saves significant time and frustration.
Technology Planning
The most valuable managed IT relationships extend beyond technical support.
Technology planning may include:
- Quarterly business reviews
- Budget planning
- Hardware lifecycle planning
- Microsoft 365 optimization
- Cloud strategy
- Project planning
- Growth planning
- Business continuity planning
This strategic guidance helps firms make informed technology decisions rather than reacting only after problems arise.
At ANAX, we believe this is one of the biggest differences between an IT vendor and a long-term technology partner.
What About Cybersecurity?
One of the most common misconceptions is that cybersecurity is automatically included in every managed IT agreement.
In reality, managed IT and cybersecurity are closely related, but they are not necessarily the same service.
Cybersecurity typically includes additional protections such as:
- Advanced endpoint protection
- Email security
- Identity protection
- Security awareness training
- Vulnerability management
- Security monitoring
- Incident response planning
- Security assessments
These services help reduce risk while supporting broader security objectives discussed in resources such as the FTC Safeguards Rule and IRS Publication 4557, which emphasize protecting taxpayer information through a comprehensive information security program.
Rather than treating cybersecurity as a one-time purchase, firms should view it as an ongoing management process that evolves alongside changing threats and business needs.
At ANAX, cybersecurity is offered as a separate service bundle. This allows firms to choose the level of protection that aligns with their operational requirements, regulatory responsibilities, and risk tolerance instead of paying for services they may not need.
Understanding ANAX's Service Models
Every organization has different operational requirements and budget priorities.
For that reason, ANAX offers multiple service models rather than assuming every client needs the same type of agreement.
Comprehensive Support Agreement (CSA)
A Comprehensive Support Agreement combines proactive technology management with responsive help desk support under a traditional managed services model.
This approach is often appropriate for organizations seeking predictable monthly costs and comprehensive day-to-day IT support.
Block Labor & Services Agreement (BSA)
The Block Labor & Services Agreement is ANAX's most popular service model.
Under a BSA:
- Proactive maintenance and management are included.
- The client purchases a block of labor hours for reactive support.
- Labor hours are consumed only when needed.
- Clients gain greater visibility into how reactive support time is used.
Many organizations appreciate this model because it provides predictable proactive management while allowing them to better understand and manage reactive support costs.
Rather than simply being a lower-cost alternative, the BSA offers a different approach to balancing proactive services with budgeting flexibility.
Essential Services Agreement (ESA)
Some organizations require proactive monitoring and maintenance but have minimal day-to-day support needs.
An Essential Services Agreement focuses on proactive technology management while reactive support is billed separately as needed.
This model may be appropriate for organizations with internal technical resources or relatively straightforward support requirements.
Questions to Ask When Comparing Managed IT Proposals
Not every proposal includes the same services.
Before making a decision, ask prospective providers questions such as:
- What proactive services are included?
- How is Microsoft 365 managed?
- Is vendor coordination included?
- How are technology reviews conducted?
- What cybersecurity services are included, and which are optional?
- How are after-hours support requests handled?
- What reporting is provided?
- How is tax season support handled for CPA firms?
- How are projects distinguished from day-to-day support?
These conversations often reveal significant differences between providers that aren't immediately obvious from a pricing sheet alone.
Managed IT Is an Investment in Stability
A well-designed managed IT agreement should do more than resolve technical problems.
It should help your firm:
- Improve employee productivity
- Reduce technology interruptions
- Plan future investments
- Strengthen cybersecurity
- Support client service
- Prepare for busy tax seasons
- Make informed business decisions
The monthly fee isn't simply paying someone to answer the phone when something breaks.
Ideally, it reflects an ongoing partnership focused on keeping your technology secure, reliable, and aligned with your firm's long-term goals.
Next, we'll look beyond managed IT pricing to explore the additional technology costs every CPA firm should budget for, including cybersecurity, Microsoft 365 licensing, hardware replacement, business continuity, and future technology projects. We'll also answer some of the most common questions firms ask when comparing managed IT providers.
Budgeting for Technology Beyond Managed IT
Managed IT services are an important part of a CPA firm's technology strategy, but they represent only one portion of your overall annual IT budget.
A well-planned technology budget should account not only for day-to-day support, but also for cybersecurity, software licensing, hardware replacement, business continuity, and future technology projects. Looking at these categories together helps firms avoid unexpected expenses and make more informed long-term decisions.
One of the most effective budgeting approaches is to think in terms of four categories:
Recurring Services + Technology Lifecycle + Projects + Contingency = Annual Technology Budget
Let's look at each one.
- Recurring Technology Services
These are the predictable monthly or annual costs that keep your firm's technology running.
They typically include:
- Managed IT Services
- Microsoft 365 licensing
- Cybersecurity services
- Backup and disaster recovery
- Internet connectivity
- Cloud services
- Accounting application subscriptions
- Email security
- Domain and DNS services
Most firms know these expenses exist, but many underestimate how quickly they add up when growth, licensing changes, or additional security services are introduced.
- Technology Lifecycle Planning
No computer, server, firewall, or wireless access point lasts forever.
Rather than replacing equipment only after it fails, many successful CPA firms follow a planned hardware lifecycle that spreads costs over multiple years and reduces the likelihood of unexpected downtime during busy periods like tax season.
Typical planning ranges include:
| Technology | Planning Replacement |
| Business laptops | 3-5 years |
| Business desktops | 4-5 years |
| Servers | 5-7 years |
| Firewalls | 4-6 years |
| Network switches | 5-7 years |
| Wireless access points | 4-6 years |
| UPS batteries | 3-5 years |
| Monitors | 5-7+ years |
For example, a 25-person CPA firm replacing computers on a five-year cycle should expect to replace approximately five computers each year, rather than purchasing 25 new systems all at once.
This type of planning produces a much more predictable budget while reducing the risk of widespread hardware failures.
- Technology Projects
Every organization eventually reaches a point where technology needs evolve beyond routine support.
Examples include:
- Office relocations
- Server replacements
- Cloud migrations
- Microsoft 365 modernization
- Network upgrades
- Wireless redesigns
- New accounting software implementations
- Client portal deployments
- AI initiatives such as Microsoft Copilot
Projects are often overlooked because they don't occur every month.
However, they frequently represent some of the largest technology investments a firm makes.
Planning ahead allows those costs to become strategic investments rather than financial surprises.
- Contingency Planning
No technology plan is perfect.
Unexpected events happen.
Hardware fails.
Employees leave unexpectedly.
Security incidents occur.
New regulations emerge.
Software vendors change licensing.
Building a reasonable contingency into the annual technology budget provides flexibility without disrupting operations.
The objective isn't to predict every future expense.
It's to recognize that change is inevitable and plan accordingly.
Sample Technology Budgets for CPA Firms
Every firm is unique, but the following examples illustrate how managed IT fits into a broader technology budget.
Example: 10-Employee CPA Firm
| Category | Estimated Annual Planning Range |
| Managed IT Services | $18,000-$36,000 |
| Cybersecurity | Planned separately based on services selected |
| Microsoft 365 | Depends on licensing requirements |
| Hardware Replacement | Annual lifecycle budget |
| Backup & Business Continuity | Based on recovery objectives |
| Technology Projects | As needed |
| Contingency | Annual reserve |
Example: 25-Employee CPA Firm
| Category | Estimated Annual Planning Range |
| Managed IT Services | $45,000-$90,000 |
| Cybersecurity | Planned separately |
| Microsoft 365 | Based on selected licensing |
| Hardware Lifecycle | Approximately five computer replacements annually on a five-year cycle |
| Technology Projects | Planned annually |
| Contingency | Annual reserve |
Example: 50-Employee CPA Firm
| Category | Estimated Annual Planning Range |
| Managed IT Services | $90,000-$180,000 |
| Cybersecurity | Planned separately |
| Microsoft 365 | Based on licensing |
| Hardware Lifecycle | Approximately ten computer replacements annually on a five-year cycle |
| Projects | Planned annually |
| Contingency | Annual reserve |
The goal of these examples isn't to prescribe an exact budget. Instead, they demonstrate that managed IT is one component of a broader technology investment that should be reviewed regularly as your business grows.
Frequently Asked Questions
Why do CPA firms often invest more in IT than other small businesses?
CPA firms manage highly sensitive taxpayer and financial information, rely on specialized accounting applications, and experience intense seasonal workloads. Those factors often require greater emphasis on security, availability, and strategic planning than businesses with less demanding technology environments.
Is cybersecurity included in managed IT services?
Not necessarily.
Some providers bundle cybersecurity into managed IT services, while others offer it separately.
At ANAX, cybersecurity is available as an add-on service bundle so firms can select the protections that best fit their operational needs and risk profile.
Should we budget by employee or by device?
Most managed IT providers price services per user because employees often use multiple devices throughout the workday.
User-based pricing generally aligns better with the support and security services required to manage modern workplaces.
Can you support the accounting software we already use?
In many cases, yes.
While software vendors continue to provide application-specific support, your managed IT provider should coordinate with those vendors, troubleshoot technology issues, and help ensure the underlying infrastructure supports reliable application performance.
Is cloud technology always less expensive?
Not always.
Cloud services often reduce hardware investments while increasing recurring subscription costs.
The right approach depends on your firm's operational requirements, security objectives, and long-term business strategy.
Should we replace all of our computers at once?
Usually not.
Many organizations benefit from a planned lifecycle strategy that replaces a portion of their computers each year rather than waiting until every device becomes obsolete simultaneously.
How does managed IT support tax season?
A proactive technology partner helps prepare your environment before busy season by reviewing system health, validating backups, confirming security controls, coordinating software updates, and addressing issues before they become business disruptions.
Does managed IT help with compliance?
Managed IT services can support many of the technology practices associated with protecting sensitive information, including identity management, patching, backups, and access controls. For CPA firms, those practices may also complement broader information security expectations described in the FTC Safeguards Rule and IRS guidance such as Publications 4557, 5293, 1345, and 5708 where applicable.
Technology alone, however, does not establish regulatory compliance. Compliance also depends on documented policies, operational practices, employee training, and the specific circumstances of each firm.
Key Takeaways
When evaluating managed IT services for your CPA firm, remember these five principles:
- Plan on investing approximately $150-$300 per user, per month for professional managed IT services.
- Compare providers based on value, strategic guidance, and service scope, not simply monthly price.
- Budget separately for cybersecurity, Microsoft 365 licensing, hardware lifecycle, and technology projects.
- Build a long-term technology roadmap rather than reacting to unexpected expenses.
- Choose a technology partner that understands the operational realities of accounting firms, including the importance of security, business continuity, and tax-season readiness.
Ready to Build a Smarter Technology Strategy?
Every CPA firm has unique operational goals, security priorities, and technology challenges. The right technology strategy should reflect your firm's size, workflow, growth plans, and the demands of serving clients throughout the year, especially during tax season.
At ANAX Business Technology, we take a consultative approach to managed IT. Rather than recommending a one-size-fits-all solution, we work with CPA firms to evaluate their current technology environment, identify opportunities for improvement, and develop practical strategies that support long-term business objectives.
Our U.S.-based team members live and work in the Las Vegas valley, allowing us to combine responsive local support with long-term technology planning. We believe the best technology partnerships are built on accessibility, accountability, and a deep understanding of the businesses we serve.
Whether you're comparing managed IT providers, planning next year's technology budget, or preparing your firm for the upcoming tax season, we're here to help you make informed technology decisions with confidence.
Schedule your Initial Consultation with ANAX Business Technology to discuss your firm's goals and learn how a trusted technology partner can help support your success.
