If you're evaluating managed IT support for your business, one of the first questions you'll ask is: How much should managed IT support actually cost?
For most Scottish businesses with 10–100 employees, managed IT support typically costs between £35 and £60 per user per month, depending on your cybersecurity requirements, Microsoft 365 licensing, support levels, compliance needs, and overall IT complexity.
As a rough guide:
| Business Size | Typical Monthly Cost | Typical Annual Cost |
| 10 Employees | £350–£600 | £4,200–£7,200 |
| 25 Employees | £875–£1,500 | £10,500–£18,000 |
| 50 Employees | £1,750–£3,000 | £21,000–£36,000 |
| 100 Employees | £3,500–£6,000 | £42,000–£72,000 |
However, price alone doesn't tell the full story. Understanding what drives managed IT support costs will help you compare providers fairly and ensure you're getting value for money.
The 5 Factors That Determine Managed IT Support Costs
1. Number of Employees
Most MSPs charge on a per-user basis.
The more users you have, the higher your overall monthly cost. However, larger businesses often benefit from economies of scale, meaning the per-user cost may reduce slightly as the organisation grows.
Questions to consider:
- How many employees need support?
- How many devices are being managed?
- Do staff work remotely, in the office, or both?
2. Cybersecurity Requirements
Cybersecurity has become one of the biggest drivers of IT costs.
A business with basic antivirus protection will pay less than one requiring:
- Advanced endpoint protection
- Multi-factor authentication
- Security awareness training
- 24/7 monitoring
- Cyber Essentials certification
- Cyber Essentials Plus certification
For sectors such as law firms, housing associations, charities, engineering companies, and manufacturers, stronger cybersecurity measures are often essential rather than optional.
3. Microsoft 365 Licensing and Management
Many Scottish businesses now rely heavily on Microsoft 365.
The licensing level you choose can significantly impact your overall IT spend.
For example:
- Microsoft 365 Business Basic
- Microsoft 365 Business Standard
- Microsoft 365 Business Premium
- Microsoft 365 E5
Business Premium is often the best fit for organisations with 10–100 employees because it combines productivity, security, and device management in a single platform.
4. Support Coverage
Not all managed IT support agreements include the same level of support.
Common options include:
- Business-hours support
- Extended-hours support
- Unlimited helpdesk support
- Onsite support
- Emergency support
- 24/7 monitoring
Businesses operating across multiple sites or supporting remote workers may require additional coverage.
5. Infrastructure Complexity
The more complex your IT environment, the more management it requires.
Factors affecting cost include:
- Multiple office locations
- Hybrid cloud environments
- On-premise servers
- Specialist software
- Compliance requirements
- Third-party integrations
A 20-person charity using Microsoft 365 will typically require less support than a 20-person engineering company running specialist CAD applications and multiple servers.
What Is Usually Included in Managed IT Support?
When comparing providers, it is important to understand what is included.
A comprehensive managed IT support agreement should typically include:
Helpdesk Support
- Unlimited remote support
- User assistance
- Troubleshooting
- Ticket management
Device Management
- PC management
- Laptop management
- Mobile device management
- Patch management
Cybersecurity Protection
- Endpoint security
- Threat monitoring
- Vulnerability management
- Security best practices
Microsoft 365 Management
- User administration
- Licence management
- Security configuration
- Microsoft support
Backup and Business Continuity
- Cloud backup monitoring
- Disaster recovery planning
- Recovery testing
Strategic IT Planning
- Quarterly business reviews
- Technology roadmaps
- IT budgeting guidance
- Strategic recommendations
What Isn't Usually Included in Managed IT Support Pricing?
When comparing providers, it is important to understand what is NOT included.
- New IT projects
- Microsoft migrations
- Major infrastructure upgrades
- New laptops and hardware
- Microsoft licensing if billed separately
- Cabling
- Internet connectivity
- Out-of-hours project work
- Major office moves
- Specialist third-party software support
- Cybersecurity products outside the standard package
Why Can Two MSPs Charge Very Different Prices?
This would build on your existing “How to Compare MSP Quotes Fairly” section.
Explain that £30/user and £60/user are not necessarily equivalent services.
For example:
Provider A – £30/user
Services include:
- Helpdesk
- Basic monitoring
- Patch management
Provider B – £55/user
Services additionally include:
- Advanced endpoint security
- Vulnerability scanning
- Security monitoring
- Microsoft 365 management
- Backup monitoring
- Strategic IT planning
- Cybersecurity reporting
- Quarterly reviews
Compare outcomes and inclusions, not simply price per user.
How to Compare MSP Quotes Fairly
Many businesses make the mistake of comparing MSPs solely on price.
Instead, compare providers using this framework:
Security
What cybersecurity protections are included?
Response Times
What are the guaranteed service levels?
Strategic Guidance
Do you receive regular business reviews and planning support?
Contract Flexibility
Are there long-term commitments or hidden charges?
Expertise
Does the provider have experience in your industry?
A £55-per-user agreement that includes cybersecurity, strategic guidance, and Microsoft expertise may deliver significantly better value than a £30-per-user agreement that does not.
Common IT Support Pricing Mistakes to Avoid
Choosing the Cheapest Option
The lowest-cost provider is rarely the lowest-cost solution over time.
Poor support often leads to:
- Increased downtime
- Security risks
- Productivity losses
- Unexpected project costs
Ignoring Cybersecurity
Cyber incidents can cost significantly more than preventative security measures.
Overlooking Strategic Planning
Without a roadmap, technology investments become reactive and unpredictable.
Not Reviewing What's Included
Two providers may quote the same price but deliver very different levels of service.
Stratiis Client Example: 50-Person Manufacturing Business
Consider a manufacturing company with 50 employees operating across two sites. Like many growing businesses, they faced a number of common IT challenges that were beginning to impact efficiency and increase risk.
Challenges included:
- Growing cybersecurity threats and compliance concerns
- Ageing laptops and desktop devices approaching end of life
- Reactive and inconsistent IT support
- Unplanned technology spending
- No clear long-term IT strategy aligned to business goals
The Managed IT Solution
A fully managed IT support agreement provided a proactive and strategic approach to technology management, including:
- Unlimited helpdesk and remote support
- Microsoft 365 administration and optimisation
- Advanced endpoint security and threat protection
- Backup monitoring and disaster recovery management
- Quarterly IT strategy and business review meetings
- A structured device refresh programme to replace ageing hardware before it becomes a risk
- Fixed monthly costs covering support, maintenance and strategic planning
Investment
£2,250 per month, for a fully managed IT service that combines expert support, advanced cybersecurity protection, and around-the-clock infrastructure monitoring, helping the business reduce risk, improve uptime, and maintain a secure, high-performing IT environment.
Business Outcomes
By moving to a managed IT model, the company achieved measurable improvements across the business:
- 10% reduction in overall IT costs through improved vendor management, reduced emergency support charges and better technology planning
- Increased system uptime through proactive monitoring, maintenance and faster issue resolution
- Stronger cybersecurity posture with continuous protection and monitoring
- Improved employee productivity by reducing IT interruptions
- Greater visibility and control over future technology spending
- A defined IT roadmap aligned to business growth objectives
- Predictable monthly IT expenditure with no unexpected support bills
Rather than treating IT as a series of reactive expenses, the business gained a strategic technology partner, a structured refresh programme, and fixed, predictable costs. The result was a more reliable, secure and cost-effective IT environment that supported both day-to-day operations and future growth.
Why Scottish Businesses Choose Stratiis
At Stratiis, we help organisations across Glasgow, Edinburgh, Lanarkshire, Ayrshire, Lothian, Dumfries & Galloway, and Perthshire gain proactive, security-focused IT support.
Our approach combines:
- Cybersecurity-first managed IT services
- Microsoft 365 expertise
- Fixed-fee pricing
- Strategic vCIO guidance
- In-house support engineers
- Industry expertise across charities, nonprofits, law firms, engineering companies, manufacturers, housing associations, construction businesses, and quarry operators
Our goal is simple: help businesses use technology securely, efficiently, and strategically.
How Much Should You Budget?
For most Scottish businesses with 10–100 employees, a realistic managed IT support budget is between £35 and £60 per user per month.
The right investment depends on your:
- Security requirements
- Compliance obligations
- Microsoft environment
- Growth plans
- Support expectations
Rather than focusing solely on cost, evaluate the value, expertise, and business outcomes your IT partner delivers.
A managed IT provider should help reduce risk, improve productivity, and support long-term growth—not simply fix technical issues when they occur.
Frequently Asked Questions
How much does managed IT support cost per user?
For Scottish businesses with around 10–100 employees, managed IT support commonly costs approximately £35–£60 per user per month, depending on the services included.
Is Microsoft 365 included in managed IT support?
Management of Microsoft 365 may be included, but the Microsoft licence itself may be charged separately. Businesses should check exactly what is included in an MSP quote.
Is cybersecurity included in managed IT support?
It depends on the provider. Some packages include only basic endpoint security, while more comprehensive services may include threat monitoring, vulnerability management, email security and cybersecurity reporting.
Is onsite IT support more expensive?
It can be. Unlimited remote support is common, while onsite visits may be included, limited or charged separately depending on the agreement.
Is managed IT cheaper than employing an IT person?
It can be, particularly when a business needs access to several different technical disciplines. However, businesses with an existing IT manager may find a co-managed IT model more appropriate than fully outsourcing IT.
