How much does managed IT services cost for a small business? At 360 Business Solutions, most firms pay between $100 and $200 per user per month, plus a few flat monthly costs based on what the business needs. A 20-person office lands somewhere around $2,000 to $4,000 a month for the per-user part. Below is what moves that number, what it pays for, and how it compares to the IT help you have now.
Ask Rick Smaczniak, President of 360, for a single price and his first answer is honest: "It's a tough question." The cost has two parts.
Most of it is per user. The floor, in Rick's words, is "at least a hundred bucks per user per month," and most firms land between $100 and $200. The rest is a flat monthly amount set by what your business actually needs.
Here is what the per-user part works out to at common firm sizes:
These figures come with two caveats. They are the per-user part only, worked out from our range, so the flat costs come on top. And where you sit inside the range depends mostly on one thing: which compliance rules your firm has to follow. You get your exact number after a free assessment, before you sign anything.
Two firms with 20 people each can get very different quotes. The difference usually isn't the number of computers. It's the rules each firm has to follow. When Rick explains what pushes a firm toward $200 per user, his answer is that it depends on which compliance regulations apply.
Each of these rules adds work that repeats every month: tighter device controls, more monitoring, and documentation that's ready when someone asks for it. That ongoing work is what the upper half of the range pays for. A firm with none of these rules usually sits closer to $100.
Our take: if an IT company quotes you without asking which rules you follow, it isn't pricing your firm. It's pricing a generic one, and the gap shows up later. If HIPAA, GLBA or PCI applies to you, our compliance and security work is built for exactly that list.
The per-user price covers the day-to-day job of running your IT, start to finish. These are the six areas included in our managed IT services for 10 to 50 person firms:
Security isn't a separate bill for most clients. JD Sentz, our COO and CTO, puts it this way: "Most of our managed IT services include cybersecurity protections as part of the overall solution."
Our average response time is under 15 minutes. That's an average across most situations, and we don't write it into contracts as a guarantee. It's the difference between a hiccup and a lost afternoon.
A part-time IT person, a nephew who's good with computers, or a break-fix shop you call when something dies will usually cost less in a quiet month. Break-fix means you pay by the hour after something breaks. Managed IT means someone watches your systems all the time for a set monthly fee, so problems get caught early.
The low number leaves things out. Rick has a blunt description of 360's biggest competitor: "the one-off people who basically don't actually keep their stuff secure. They just think it is."
The lone IT person is the setup we replace most often. That person keeps the printers working and the email flowing, and security never makes it to the top of the list. It feels covered right up until the day it isn't. Ransomware showed up in 88% of breaches at small businesses in the Verizon 2025 Data Breach Investigations Report.
Hiring a full-time IT employee instead costs more than most owners expect. The U.S. Bureau of Labor Statistics put the median pay for computer support specialists at $62,890 a year in May 2025, before benefits. That buys one person who sleeps, takes vacation and can't watch your network at 2 a.m. The per-user part for a 20-person firm runs about $24,000 to $48,000 a year.
Rick compares managed IT to insurance: "You don't need insurance until you need it. And then you're really glad you have it."
If you have an IT person you like, you don't have to pick one or the other. Co-managed IT keeps them in place and puts a team behind them for the 24/7 monitoring and the security work.
The first year is an annual commitment. After that, you stay month to month, so you're never locked in once you know whether it's working.
Switching is faster than most people expect. Most firms are fully switched over to 360 within about two weeks of signing.
For a 10 to 50 person firm in Buffalo or anywhere in Western New York, plan on $100 to $200 per user per month at 360 Business Solutions, plus a few flat monthly costs, with an annual first year and month to month after that. Where you land depends mostly on which compliance rules your firm follows. The fastest way to get your real number is a free 30-minute assessment: we review your current setup, find the gaps, and give you the price before you sign anything.
A 20-person office pays about $2,000 to $4,000 a month for the per-user part, plus a few flat costs based on what the office needs. A practice or firm that has to meet HIPAA, GLBA or PCI rules will sit toward the top of that range.
360 charges mostly per user. Some costs are a flat monthly amount based on what your business needs.
Cybersecurity is included for most clients. Malware protection, patching, encryption, device management and backups are part of the monthly fee. Firms with HIPAA, GLBA or PCI requirements need more ongoing compliance work, which is why they sit higher in the range.
Switching takes about two weeks for most firms.
Leaving is open after year one. The first year is an annual commitment. After that, you're month to month and can stop whenever it stops being worth it.
We do. Our team works out of Amherst and comes on site anywhere in Western New York, and remote support covers the rest of the day.
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