How Much Does Managed IT Cost for a CPA Firm in Chicago?
Most CPA firms in Chicago with 10–50 employees spend between $150 and $225 per user, per month for fully managed IT services. For a typical 20-person CPA firm, that equals roughly $3,000 to $4,500 per month. The exact cost depends on security requirements, compliance expectations, response times, and how critical IT uptime is during tax season. Lower-priced options often exclude proactive monitoring, security controls, or guaranteed response times—areas that matter most to accounting firms.
Below is a clear breakdown of what actually drives managed IT pricing for CPA firms in the Chicago area.
What Drives Managed IT Pricing for CPA Firms?
Managed IT pricing for accounting firms is usually calculated per user, but not all users or firms have the same needs. These are the five biggest factors that influence cost.
1. Number of Users and Devices
Most MSPs price IT services on a per-user basis, not per device.
For CPA firms, this typically includes:
- Desktop or laptop support
- Email and Microsoft 365 management
- Secure remote access
- Helpdesk support
Example:
- 10 users × $175/user = $1,750/month
- 25 users × $175/user = $4,375/month
As your firm grows, pricing usually scales predictably, which is why many CPA firms prefer managed IT over hourly support.
2. Security and Compliance Requirements
CPA firms handle highly sensitive financial and tax data, which increases security expectations. Firms with stronger compliance and security needs typically pay more because of added tools and oversight.
Common requirements include:
- Multi-factor authentication (MFA)
- Advanced email security and phishing protection
- Encrypted devices
- Secure backups with defined retention
- Access controls for client data
Firms that skip these controls may save money upfront but take on significantly higher risk.
3. IT Uptime and Response Time Expectations
Response time is one of the biggest price variables, especially for CPA firms.
Typical tiers look like this:
- Critical issues: 15–30 minute response
- Urgent issues: 1 business hour
- Standard issues: Same business day
Faster response times, priority support, and tax-season coverage increase costs—but they also reduce downtime when deadlines matter most.
4. Cloud Services and CPA Applications
Most CPA firms rely heavily on:
- Microsoft 365
- Cloud file storage
- Tax and accounting software
- Secure remote access for staff
Managing, securing, and supporting these systems adds complexity. Firms with more cloud services or specialized accounting applications typically fall toward the higher end of the pricing range.
5. Local vs Remote IT Support in Chicago
Chicago-based CPA firms often value local IT support, especially when remote fixes aren’t enough.
Local service can include:
- Onsite support when needed
- Faster escalation during outages
- Familiarity with local compliance expectations
While fully remote providers may charge less, many CPA firms prefer the accountability and responsiveness of a local MSP—especially during high-pressure periods like tax season.
Example: Managed IT Cost for a Chicago CPA Firm
A 25-employee CPA firm in Chicago with compliance requirements, proactive monitoring, and priority response typically invests between $3,750 and $5,000 per month.
That cost usually includes:
- Unlimited helpdesk support
- Proactive monitoring and maintenance
- Security and compliance controls
- Secure backups and disaster recovery
- Priority response during critical issues
This model replaces unpredictable hourly billing with a consistent monthly investment.
Why Cheaper IT Can Be Risky for CPA Firms
Lower-cost IT providers often exclude:
- Proactive monitoring
- Security tooling
- Guaranteed response times
For CPA firms, this can lead to:
- Downtime during filing deadlines
- Increased security and compliance risk
- Slow response when staff need help most
In many cases, the real cost of “cheap IT” shows up during the worst possible moment—when systems are down and deadlines can’t move.
How to Decide What’s Right for Your Firm
When evaluating managed IT pricing, CPA firms should ask:
- What response times are guaranteed?
- What security controls are included?
- How is downtime prevented, not just fixed?
- Is support proactive or reactive?
- Is local help available when needed?
The goal isn’t the lowest price—it’s predictable costs, strong security, and reliable uptime.
Final Thoughts
For most CPA firms in Chicago, managed IT costs fall between $150 and $225 per user, per month. The right investment depends on your firm’s size, compliance needs, and tolerance for downtime—especially during tax season.
A well-designed managed IT plan isn’t just an expense. It’s protection against missed deadlines, security incidents, and productivity loss.
