One of the most common questions we hear from North Carolina business owners is straightforward: how much does managed IT actually cost? The answer, as with most things in technology, depends on several factors. However, understanding the pricing landscape helps you budget effectively and avoid the sticker shock that comes from reactive, break-fix IT spending. This guide breaks down the real numbers so you can make an informed decision.
The Per-User Pricing Model
Most managed IT providers in North Carolina use a per-user, per-month pricing model. For a small business in the Piedmont Triad, Raleigh-Durham, or Charlotte area, you can expect to pay between $100 and $250 per user per month for a comprehensive managed IT package. This typically includes helpdesk support, proactive monitoring, patch management, basic cybersecurity, and strategic IT planning. The wide range exists because the depth of service, response time guarantees, and cybersecurity features vary significantly between providers and tiers.
What Drives the Cost Up or Down
Several factors influence where your business falls on the pricing spectrum. The number of users and endpoints is the most obvious variable, but complexity matters just as much. A 20-person law firm with strict compliance requirements and on-premises servers will typically cost more per user than a 20-person marketing agency running entirely in the cloud. Industry-specific compliance needs such as HIPAA for healthcare or PCI-DSS for financial services add cost because they require specialized configurations, documentation, and ongoing audit support. The age and condition of your existing infrastructure also plays a role: outdated equipment requires more hands-on maintenance and creates more support tickets.
Break-Fix vs. Managed IT: The True Cost Comparison
Many small businesses start with break-fix IT support, paying an hourly rate only when something goes wrong. Hourly rates in North Carolina typically range from $125 to $200 per hour. While this seems cheaper on paper, the total cost of ownership is usually higher. Break-fix clients experience more downtime because problems are addressed after they occur rather than prevented in advance. A single server outage can cost a small business thousands of dollars in lost productivity, and a data breach can cost tens of thousands or more. Managed IT spreads the cost into a predictable monthly fee while dramatically reducing the frequency and severity of incidents.
What Should Be Included at Every Price Point
Regardless of the tier you choose, a reputable managed IT provider should include proactive monitoring of your network and endpoints, regular patching and updates, helpdesk support with clear response time commitments, basic cybersecurity protections including antivirus and email filtering, and regular reporting on the health of your IT environment. Premium tiers add capabilities like 24/7 security operations center monitoring, advanced threat detection, compliance management, virtual CIO services, and on-site support. Make sure you understand exactly what is included before signing a contract, because providers that advertise low per-user rates sometimes charge extra for services that should be standard.
Budgeting for IT in 2026
A good rule of thumb for North Carolina small businesses is to budget between 4% and 7% of gross revenue for total IT spending, which includes managed services, hardware, software licenses, and special projects. If your current IT spending is well below that range, you may be underinvesting in an area that directly impacts your productivity, security, and competitiveness. If you are above that range, a managed IT provider may actually help you reduce costs by consolidating tools, negotiating vendor pricing, and eliminating redundant systems. The right provider pays for itself by preventing costly incidents and helping you make smarter technology investments.
Getting a Custom Quote
Every business is different, which is why the best way to understand your actual cost is to request a tailored assessment. At PCG, we provide free IT assessments that evaluate your current environment, identify risks, and deliver a transparent pricing proposal with no hidden fees. Our flat-rate model means you know exactly what you are paying every month, and our proactive approach means security and support are built in from the start, not sold as expensive add-ons.