At a Glance
Managed IT provider quotes are difficult to compare because inclusions, exclusions, SLA terms, and support models vary significantly between providers, and no industry standard format exists. To compare quotes effectively, evaluate each proposal across six dimensions: scope of included services, SLA response and resolution times by issue priority, security controls included versus optional, support model including onshore versus offshore and coverage hours, commercial terms including contract length and exit provisions, and monitoring and reporting inclusions. The most useful normalisation metric is price per user per month, which converts differently structured quotes into a single comparable figure. Before signing with any provider, ask directly about P1 response times, multi factor authentication deployment, the location of your support team, and what the exit process looks like.
Why MSP Quotes Are So Hard to Compare
The managed IT market does not operate on a standardised proposal format. Two quotes that appear similar in headline price can represent fundamentally different levels of service once you look at what is and is not included. A lower monthly figure might exclude security controls, patching, backup management, or after hours support — services presented as standard in a higher quote from a different provider.
The Six Dimensions Every Quote Comparison Should Cover
- Scope of Included Services: Determine exactly what is covered versus what is excluded. Treat any service category not mentioned as excluded until confirmed in writing.
- SLA Response and Resolution Times: Ensure the proposal defines priority tiers, response time commitments, resolution time targets, and what happens if these targets are missed. See our guide on SLAs for more detail.
- Security Controls: Check whether a comprehensive security layer is included as standard or if it is an optional add on. Specifically confirm if multi factor authentication is included. See our guide on MFA.
- Support Model: Confirm if the support team is onshore, the coverage hours provided, and how escalation works for senior technical needs.
- Commercial Terms: Review contract length, exit provisions, price escalation clauses, and how the contract handles changes in headcount.
- Monitoring and Reporting: Ensure the proposal includes continuous monitoring, a defined schedule for environment health reports, and regular review meetings.
Common Quote Traps
- The low price with a long exclusions list: A price significantly lower than others is often explained by fine print exclusions.
- Unlimited support with broad carve outs: Check for exclusions regarding project work, new device setup, and user onboarding.
- Security as an optional add on: This makes the base price comparison misleading.
- No defined SLA: Without explicit response times, you are buying reactive support, not a managed service.
How to Normalise Price
When proposals are structured differently, use the price per user per month model to compare them. Divide the total monthly fee by the number of users covered. This gives you a comparable figure, but always adjust for the scope differences (like included security and reporting) before making a decision.
A BitLOGIC proposal is built around explicit inclusions. Security, reporting, and management are delivered as core components, not optional extras. If you are comparing proposals and want a benchmark, our infrastructure assessment provides an objective view of your environment to help you evaluate what you are being quoted.
Frequently Asked Questions
Why are managed IT quotes so hard to compare?
Managed IT quotes are difficult to compare because there is no industry standard proposal format. Inclusions, exclusions, SLA terms, security controls, support models, and commercial terms vary significantly between providers. A lower headline price may exclude services that are bundled into a higher quote from a different provider, making direct price comparison misleading without a structured framework.
What should I look for when comparing managed IT provider quotes?
Evaluate each proposal across six dimensions: scope of included services, SLA response and resolution times by issue priority, security controls included versus optional extras, support model including onshore versus offshore and coverage hours, commercial terms including contract length and exit provisions, and monitoring and reporting inclusions.
What is per user per month pricing in managed IT?
Per user per month is a normalisation metric used to compare managed IT quotes that are structured differently. It is calculated by dividing the total monthly fee by the number of users covered under the agreement. This converts differently structured proposals into a single comparable figure, though it must be used alongside a scope comparison to be meaningful.
What questions should I ask a managed IT provider before signing?
Before signing with any managed IT provider, ask: What is your P1 response time in minutes? Is multi factor authentication deployment included in the base price? Who answers my support calls — onshore or offshore? What does the exit process look like? What structured reporting do I receive and how often? What security controls are included in the monthly fee?
What are common traps in managed IT provider quotes?
Common quote traps include: a low headline price with a long exclusions list, unlimited support clauses with broad carve outs for project work and onboarding, security controls presented as optional extras rather than standard inclusions, no defined service level agreement with specific response times, and lock in contract terms with punitive early exit penalties.
