What does IT management cost for SMEs?

You want to know what IT management costs, but everywhere you get a different answer. One provider quotes an hourly rate, another a fixed price per workstation, and a third wants to "come by first". A waste of your time. In this article we explain the costs of IT management for SMEs honestly: the two pricing models, what belongs in an all-in rate, and a realistic indication per workstation per month. So you can compare like with like.

The two ways you pay for IT management

Roughly speaking there are two models with which IT providers charge their costs. The difference is big, so it is important that you know both.

Hourly rate and ad hoc support

With this model you pay by the hour, usually only when something breaks. Something goes wrong, you call, and you are helped remotely or on site. At the end of the month you get a bill based on the hours worked. Sounds logical, but it is unpredictable and reactive: action is only taken when there is a problem, and every problem earns the provider billable hours again. Hourly rates typically lie between 75 and 125 euros per hour.

Fixed price per workstation per month

With this model, also called managed services, you pay a fixed amount per workstation per month. In return your IT partner takes full management off your hands. Whether a lot or a little happens, your monthly amount stays the same. This is exactly how IT-gemak works: one dedicated team, one fixed rate. You know exactly where you stand, and your partner has an interest in preventing problems.

What is included in an all-in rate?

A good all-in rate for IT management generally covers:

• Management and monitoring of all workstations and servers
• Security: secure sign-in, protection against phishing and updates
• A service desk your colleagues can turn to
• Daily backups of email, files and Teams
• Onboarding and offboarding of employees
• Proactive maintenance, so problems are prevented

Note what is not included: new hardware, software licences and large projects are often charged separately. Always ask about this, so you are not faced with surprises.

Why a fixed price often gives you more

On paper an hourly rate seems cheaper: after all, you only pay when there is something. But in practice you then pay for treating symptoms instead of a healthy environment. Every malfunction, every new laptop and every question from a colleague adds up. And because there is no incentive to prevent problems, they keep coming back.

With a fixed price per workstation the logic is reversed. Your partner does not earn from malfunctions, but from a stable environment. The better everything runs, the less work and the more satisfied you are. You get predictable costs, you can plan your IT budget in advance, and you know that security and updates are not neglected because there was "no order" for it.

What does IT management cost per workstation?

A realistic indication for full, proactive IT management lies between 50 and 150 euros per workstation per month. The wide range is because "IT management" covers only the basics with one provider and truly everything with another. So look not only at the amount, but above all at what is included. On our rates you see transparently which packages we offer and what they include.

Hidden costs to watch out for

The monthly price is not the whole story. Always ask further about these points, so you are not faced with surprises:

• Setup costs. Mapping and taking over your environment takes one-off time. An honest partner makes those costs clear in advance.
• Contract term and notice period. Are you tied in for a long time, or can you cancel monthly?
• What falls outside the rate? Projects, hardware and licences are often charged separately.
• Response times. A low price with slow support is ultimately more expensive than you think.

What does the price depend on?

Your final price depends on the number of workstations, how complex your environment is, what security level you need (for example for NIS2) and whether you include server or network management. An honest partner calculates this transparently in advance, without hidden costs.

Important: a lower price per workstation is not automatically cheaper. If the basics are not in order, you pay the difference back later in malfunctions, downtime and security risks. So look at the total value: do you get a dedicated team that really knows your environment, thinks along proactively and responds quickly when it matters? That pays off in calm and productivity. Want to know more about our approach? Read how we arrange all-in IT management for SMEs.

Frequently asked questions about the costs of IT management

What does IT management cost on average per workstation?

For full, proactive IT management a realistic price lies between 50 and 150 euros per workstation per month. What you pay exactly depends on what is included in the package.

Is an hourly rate or a fixed price cheaper?

An hourly rate seems cheaper as long as nothing goes wrong, but is unpredictable and reactive. A fixed price per workstation gives calm, predictability and a partner who actually wants to prevent problems.

What is and is not included in an all-in rate?

As a rule, management, security, service desk, backups and onboarding are included. New hardware, licences and large projects are usually charged separately. Always ask about this explicitly.

Are there setup costs when outsourcing IT management?

Often yes: mapping and taking over your environment takes one-off time. A good partner makes those costs clear in advance in a plan of action.

Want an honest calculation?

Curious what IT management would cost for your organisation? Schedule a no-obligation consultation. We look at your current situation and give an honest, transparent indication, without obligations.