The pricing models you will usually encounter
Per-user pricing scales with headcount and works well when most employees use several devices and cloud services. Per-device pricing can suit equipment-heavy environments but becomes harder to predict as the device inventory changes. Flat-fee or tiered plans bundle a defined scope, while time-and-materials support bills only when work occurs but provides less incentive for prevention.
The model matters less than the service definition. Ask what counts as a user or device, how shared workstations are handled, and whether servers, network equipment, backups, Microsoft 365 administration, and security tools are included.
What changes the monthly cost
- Number of users, devices, locations, servers, and supported applications
- Required response times, support hours, and on-site coverage
- Existing technical debt, unsupported equipment, and inconsistent configurations
- Security controls, backup, monitoring, endpoint management, and licensing
- Compliance, cyber-insurance, vendor-management, and reporting requirements
A ten-person professional office with cloud applications is different from a ten-person operation with shared workstations, production equipment, servers, and a warehouse network.
Separate recurring service from projects and ownership
Ask for a written distinction between recurring support and project work. Migrations, office moves, major network replacements, new servers, and large onboarding events are commonly scoped separately. Hardware and third-party subscriptions should also be visible rather than hidden inside a single number.
The proposal should state who owns purchased equipment, accounts, domains, documentation, and administrative access. A good support relationship should not depend on making the customer unable to leave.
How to compare proposals
Give each provider the same environment summary and ask for assumptions in writing. Compare response commitments, included tools, on-site terms, backup responsibilities, security baseline, project rates, contract length, offboarding, and exclusions. Then evaluate the cost of the remaining gaps—not just the quoted monthly fee.
Maple Guard IT builds pricing from the CRM contract and documented service quantities so users, endpoints, servers, cloud services, backup, security, and projects remain visible.
Use the guide to start a specific conversation.
Tell us about your users, devices, systems, and the outcome you need. We will help turn the general guidance into a practical next step for your environment.
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