Managed IT for an accounting firm means one provider looks after everything that keeps your practice running: computers, network, email, backups, security and phones, for a regular monthly fee instead of a bill every time something breaks. What it costs depends mostly on how many people you have and how much you want covered. So the most useful thing is to understand what each price actually buys. This guide covers what’s included, how providers usually charge, and what to ask before you sign anything.

What managed IT actually covers

Ask five providers and you’ll get five different lists, but a proper managed service for an accounting firm should include:

• A helpdesk that picks up. Someone to call when a staff member can’t print, can’t log in, or has clicked something they shouldn’t have.
• Monitoring and updates. Your computers and servers watched and patched in the background, so problems are caught before you notice them.
• Email and Microsoft 365. Set up properly, with multi-factor authentication switched on.
• Backups that are tested. Not just scheduled. Someone should actually restore a file now and then to prove it works.
• Security. Protection on every device, plus someone watching for trouble.
• Hardware and software help. Ordering, setting up and replacing equipment, and keeping your accounting software running.
• Phones and internet. Often left out of the quote, and often the thing that causes the most grief.

How providers charge, and why the cheapest quote is rarely the cheapest

There are really only a few ways IT gets priced.

• Per user, per month. The most common. You pay a set amount for each person on your team, and it usually covers support, monitoring and security.
• Per device. Similar idea, but priced by computer and server instead of by person.
• One flat fee for the firm. Simple to budget, but check how it changes when you hire.
• Break-fix, or hourly. You pay when something goes wrong. It looks cheap until it breaks in the second week of lodgement season.

The number on the quote isn’t the whole story. Look for what sits outside it: after-hours support, onsite visits, projects like moving offices, software licences, hardware, and any setup fee. Ask for everything in writing so you can compare like with like.

What pushes the price up or down

• How many staff and devices you have
• How many offices you run
• How much security and monitoring you want
• Whether you need support outside normal hours, which most firms do at tax time
• Whether phones and internet are part of the same package
• The state your IT is in when you start

That last one matters more than people expect. A firm with ageing equipment and no backups will need some work up front. A good provider will tell you that plainly and tell you what it involves.

What makes accounting firms different

Accounting firms hold some of the most useful data a criminal could want: tax file numbers, bank details, financial statements, identity documents. The Privacy Act applies to that information, and the Notifiable Data Breaches scheme covers tax file number information, so if something goes wrong you may have a legal duty to report it. Bodies like CPA Australia and CAANZ also expect members to look after client information properly.

Then there’s timing. Most businesses can live with a slow Tuesday. You can’t live with a server that’s down on the day before a deadline. And your software matters too. If your provider has never set up MYOB, Xero or HandiSoft in a real practice, they’re learning on your time.

How we do it at Hyetech

We’ve been looking after Victorian businesses since 2007, with a local team working out of Narre Warren, Chadstone and Richmond. For accounting firms we take care of the lot: computers, network, Microsoft 365, backups, security, internet and phones. As a 3CX Platinum Partner, we can sort out your phone system too. That means one team to call and one invoice, instead of juggling four suppliers. You can read more on our finance and professional services IT support page.

Here’s how a couple of our accounting clients describe it:

“We’ve been working with Hyetech for over 10 years… John and his team assist with everything from hardware ordering to tech support…”

Matt, R J Sanderson & Associates

“Hyetech has been a fantastic partner in managing our ICT needs… The integration of our telephony systems has made our processes smoother…”

Peter, CEO, Alphington Private Wealth

If you’re weighing up outsourced IT against hiring someone in-house, our post on MSP vs in-house IT goes through the numbers in more detail.

Questions to ask any provider before you sign

• What exactly is included in the monthly fee, and what costs extra?
• Who do I call, and how fast will someone answer?
• Do you support MYOB, Xero and HandiSoft?
• How are my backups tested, and when did you last restore one?
• What happens if I leave? Do I get my documentation and passwords back?
• Is there a minimum term, and what’s the notice period?

Frequently asked questions

How much does managed IT cost for an accounting firm?

It depends on the number of staff and devices, how many offices you have, and how much support and security you want. Most providers price per user per month. The best way to get a real number is a short review of your current setup, then a written quote that lists everything included.

Is managed IT worth it for a small accounting practice?

Usually, yes. Small firms feel downtime the most because there’s no one else to cover. A fixed monthly fee also makes IT easier to budget than unplanned call-outs.

What’s the difference between managed IT and break-fix?

With managed IT, your provider looks after your systems all the time and fixes things before they fail. With break-fix, you call someone after something has already gone wrong and pay for the time.

Can you work with our existing accounting software?

Yes. We work with MYOB, Xero and HandiSoft, and we’ll make sure your network, backups and permissions suit the way your team actually uses them.

Do we need to sign a long contract?

Terms vary between providers, so ask before you commit. Check the minimum term, the notice period, and what you get back if you leave.

Want a straight answer on what your firm should be paying?

Talk to the Hyetech team for a free IT review. We’ll look at what you have now, tell you what we’d change, and put it in writing. Book a free review.