For most organizations, that works out to:

Eligible charities can often access nonprofit pricing, helping reduce costs without sacrificing security, support, or strategic IT planning.

While every organization is different, understanding what influences managed IT pricing—and what should be included—will help you build a realistic technology budget and choose the right IT partner.

What Does Managed IT Cost for a Charity?

Managed IT services are typically priced per person, per month, providing predictable monthly costs that are easier to budget than hourly or break-fix IT support.

At Human IT Company, we prefer per person over "per user" because technology exists to support people and the important work they do.

The amount your organization pays depends on several factors, including:

• The size of your team
• The complexity of your technology
• Your cybersecurity requirements
• Whether you have remote or hybrid employees
• Your current IT environment
• Whether your organization qualifies for nonprofit pricing

Many charities assume managed IT is beyond their budget. In reality, nonprofit pricing programs often make professional IT management more affordable than expected.

What Should Be Included in Fully Managed IT Services?

When comparing IT providers, don't focus solely on the monthly price. Understanding what is included is just as important.

A comprehensive managed IT service should include the following.

Day-to-Day IT Support

Your staff should have access to responsive technical support whenever they need assistance.

Typical services include:

• Unlimited help desk support
• Remote troubleshooting
• Onsite support when required
• New employee setup
• Employee offboarding
• Printer and peripheral support

Device Management

Your computers and technology should be proactively maintained—not simply repaired when something breaks.

This typically includes:

• Device monitoring
• Operating system updates
• Security patch management
• Workstation maintenance
• Mobile device support
• Asset tracking

Microsoft 365 Administration

For most charities, Microsoft 365 is at the heart of daily operations.

Your IT provider should manage:

• User accounts
• Licensing
• Microsoft Teams
• SharePoint
• Exchange Online
• Multi-factor authentication
• Security settings

Cybersecurity Protection

Cybersecurity should be built into managed IT—not offered as an expensive add-on.

Look for services such as:

• Endpoint protection
• Email security
• Multi-factor authentication
• Security awareness training
• Backup monitoring
• Vulnerability management

Strategic IT Management

The best managed IT providers do more than fix problems.

They help your organization plan for the future through:

• Technology roadmaps
• Annual budgeting assistance
• Vendor management
• Quarterly technology reviews
• IT documentation
• Strategic planning

What Isn't Usually Included?

It's equally important to understand what typically falls outside a monthly managed IT agreement.

These items may be billed separately:

• New computers and hardware
• Major technology projects
• Office relocations
• Structured cabling
• Internet services
• Third-party software subscriptions
• Large-scale cloud migrations

A reputable provider should clearly explain these exclusions before you sign an agreement.

Can Charities Receive Nonprofit Pricing?

Yes.

Many registered charities qualify for nonprofit technology programs that can significantly reduce software licensing costs and, in some cases, lower the cost of managed IT services.

Eligibility varies depending on your organization's status and the technology programs available.

Organizations that qualify often benefit from:

• Reduced Microsoft licensing costs
• Lower software expenses
• Simplified technology management
• More efficient IT environments
• Lower overall managed IT costs

For some eligible charities, fully managed IT services can begin around $75 per person per month.

The exact price depends on your environment, cybersecurity requirements, and the scope of services you need.

What Factors Affect the Cost?

No two charities have identical technology needs.

Several factors influence your monthly investment.

Technology Complexity

Organizations using standardized, modern technology generally require less ongoing support than those with older or highly customized systems.

Cybersecurity Requirements

Advanced security measures—including email protection, endpoint detection, security awareness training, and compliance requirements—can increase monthly costs.

Number of Locations

Supporting multiple offices or hybrid teams requires additional planning and management.

Existing IT Environment

Well-maintained systems with accurate documentation are typically easier and less expensive to support than environments with years of deferred maintenance.

Strategic Support

Organizations looking for technology planning, budgeting guidance, board reporting, and long-term IT strategy often benefit from a more comprehensive managed IT partnership.

How to Compare Managed IT Providers

Price should never be the only factor when choosing an IT partner.

Consider these five questions.

1. What services are actually included?

Does the quoted price include cybersecurity, Microsoft 365 administration, strategic planning, and unlimited support, or are those billed separately?

2. Do they understand charities?

Experience serving mission-driven organizations matters.

A provider familiar with funding cycles, board governance, and nonprofit operations can offer more practical advice than one focused solely on commercial businesses.

3. How proactive are they?

Do they monitor systems continuously and prevent problems, or simply respond when something breaks?

4. Will they help with long-term planning?

Technology should support your mission—not become a surprise expense every year.

Look for a provider that helps you develop annual budgets and multi-year technology plans.

5. Are the costs predictable?

A transparent pricing model with clearly defined services helps your organization avoid unexpected invoices.

Real Client Example

For example:

A 20-person Greater Vancouver charity relied on reactive IT support and inconsistent budgeting. They experienced poor response times, and no long term planning

After transitioning to fully managed IT services, the organization:

• Improved response times
• Reduced recurring technical issues
• Implemented stronger cybersecurity
• Qualified for nonprofit technology discounts
• Clear budget predictability
• Simplified hardware acquisition

The client has since been able to expand, and has nearly 50% more staff. They have been able to grow smoothly by simply requesting "a new computer" and knowing that an appropriate device will arrive fully configured. They also continue to enjoy fixed pricing on a per-person basis, making hiring decisions easier by knowing the fully burdened cost in advance.

Frequently Asked Questions

How much should a small charity budget for managed IT?

Most charities with 15–35 employees should budget between $75 and $150 per person per month, depending on their technology environment and support requirements.

Can charities receive nonprofit pricing?

Yes. Eligible organizations may qualify for nonprofit pricing programs that reduce software licensing costs and can lower the overall cost of managed IT services.

What is included in managed IT services for charities?

Most comprehensive agreements include help desk support, proactive maintenance, Microsoft 365 administration, cybersecurity, strategic planning, and ongoing technology management.

Are there setup fees for charity managed IT services?

Some providers charge onboarding or project fees, particularly when significant cleanup or modernization is required before ongoing support begins.

Can we keep our existing Microsoft 365 environment?

Almost always, yes. Your IT provider should assess your current environment and recommend improvements rather than replacing systems unnecessarily.

How long does onboarding take?

Most organizations can expect onboarding to take 1-2 weeks, depending on the size and complexity of their environment.

Final Thoughts

Choosing a managed IT provider isn't about finding the lowest monthly price—it's about finding the best long-term value.

For most 15–35 person charities in Greater Vancouver, budgeting between $75 and $150 per person per month provides a realistic starting point for comprehensive IT support, cybersecurity, Microsoft 365 management, and strategic technology planning.

When evaluating providers, look beyond the price. Consider their experience with mission-driven organizations, their understanding of nonprofit funding cycles, and their ability to become a long-term technology partner that helps your organization achieve its mission.

If you're unsure what your organization should budget, an IT assessment can help you understand your current environment, identify opportunities for nonprofit pricing, and build a technology plan that aligns with your goals.