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MSP pricing per user and per device, in one agreement

Support tiers per user, endpoints and servers per unit, Microsoft 365 per seat and onboarding once-off, on the term the client chooses.

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In QuoteCloud a managed services agreement is an interactive price table: repeating rows priced per user, per device, per server or per site, with Term and Monthly columns beside once-off onboarding. Offer your tiers as a single choice, let clients change user counts and the term, and the monthly, once-off and contract totals recalculate.

A sample managed services agreement from a fictional MSP, Quillfield IT, for Thornbury & Webb. The client's estate is counted first: 42 users, 51 laptops and desktops, 2 servers, 2 offices, 42 Microsoft 365 seats and 51 devices with managed detection and response. Each count becomes a monthly price line: Managed IT Standard 42 × $85, device management 51 × $9, managed servers 2 × $145, managed firewall and switching 2 × $120, Microsoft 365 Business Premium 42 × $37, Microsoft 365 backup 42 × $5 and MDR 51 × $12. The agreement comes to $6,935 a month ex tax, $6,240 once-off and $255,900 over 36 months.

One agreement, priced the way MSPs price

Thornbury & Webb's managed services agreement, part by part. Pick a tier or change a count in one tab and every total in the tour follows.

Tiers as one choice, priced per user

Essentials, Standard and Complete side by side with what each includes. The tier the client picks sets the name and rate of the per-user line in the price table.

Price tables: Essentials and up

Support tiers & service levels
Quillfield ITManaged services agreement QF-4108 Sample · fictional business

Choose your support tier Per user, per month
Helpdesk hours8am–6pm weekdays8am–6pm weekdays24/7 for critical issues
Remote supportIncludedIncludedIncluded
On-site supportBilled hourlyIncludedIncluded
Patching & monitoringIncludedIncludedIncluded
Microsoft 365 administrationIncludedIncludedIncluded
Quarterly business reviewNot includedIncludedIncluded
IT roadmap (vCIO)Not includedNot includedIncluded

Per user, per device, per server, per office

Each unit is its own repeating row from your price book, beside the once-off onboarding. Quantity editing on users and devices lets the client correct a count, and the term switch shows the value over 12, 24 or 36 months.

Repeating price items, quantity and term editing: Essentials and up

Renewals, true-ups & seat changes
Quillfield ITManaged services agreement QF-4108 Sample · fictional business

Your services, per user and per device

ItemQtyMonthlyOnce-off
Managed IT, per user$3,570—
Managed IT · StandardMS-STD-U · Per user · change the tier above
42 $3,570 —
Devices, servers & sites$989—
Device managementEP-MGD-D · Laptops and desktops · patching and remote access
51 $459 —
Managed serverSRV-MGD · Monitoring, patching, backup checks
2 $290 —
Managed firewall & switchingNET-MGD · Per office
2 $240 —
Microsoft 365 & backup$1,764—
Microsoft 365 Business PremiumM365-BP · Per user · annual commitment, billed monthly
42 $1,554 —
Microsoft 365 backupBKP-365 · Mail, OneDrive, SharePoint and Teams
42 $210 —
Onboarding, once-off—$6,240
Onboarding & documentationONB-STD · Audit, documentation, agent rollout
1 — $4,200
Device enrolmentENR-DEV · Each laptop and desktop
51 — $2,040
Security options Tick to add
 51 $612 —
42 $168 —
1 $390 —
Monthly recurring
$6,935/mo
Once-off
$6,240
Total contract value over 36 months
$255,900
Onboarding paid on signing (50% of once-off)
$3,120

All prices excluding tax. Monthly charges apply for the contract term and are invoiced by Quillfield IT.

The same table, as your team sees it

Cost per unit and margin on every line, and the margin on the whole deal, in columns hidden from the client. Change the tier or the counts in the other tabs and the margin follows.

Hidden cost and margin columns: Essentials and up

Approvals, discounts & margin control
Quillfield ITManaged services agreement QF-4108 Team view · sample data

Your services, per user and per device

Your team's view: cost and margin columns are hidden from the customer

ItemQtyMonthlyOnce-offCost /moMargin
Managed IT, per user$3,570—
Managed IT · StandardMS-STD-U · Per user · change the tier above
42 $3,570 — $2,058 42%
Devices, servers & sites$989—
Device managementEP-MGD-D · Laptops and desktops · patching and remote access
51 $459 — $229 50%
Managed serverSRV-MGD · Monitoring, patching, backup checks
2 $290 — $140 52%
Managed firewall & switchingNET-MGD · Per office
2 $240 — $110 54%
Microsoft 365 & backup$1,764—
Microsoft 365 Business PremiumM365-BP · Per user · annual commitment, billed monthly
42 $1,554 — $1,386 11%
Microsoft 365 backupBKP-365 · Mail, OneDrive, SharePoint and Teams
42 $210 — $100 52%
Onboarding, once-off—$6,240
Onboarding & documentationONB-STD · Audit, documentation, agent rollout
1 — $4,200 — —
Device enrolmentENR-DEV · Each laptop and desktop
51 — $2,040 — —
Security options Tick to add
 51 $612 — $357 42%
42 $168 — $67 60%
1 $390 — $180 54%
Monthly recurring
$6,935/mo
Once-off
$6,240
Total contract value over 36 months
$255,900
Deal margin hidden from customer
37.0%

All prices excluding tax. Monthly charges apply for the contract term and are invoiced by Quillfield IT.

Both partners sign, onboarding is paid

Each signer signs in their own browser with no account. The onboarding share is paid by card on signing; the monthly fees are invoiced by you, from your own billing system.

Payments: Essentials and up · eSignatures: every plan

PSA, CRM & accounting integrations
Quillfield ITManaged services agreement QF-4108 Sample · fictional business

Accept the agreement and pay onboarding

2 of 2 signed

  • Rebecca WebbPractice manager, Thornbury & Webb Signed4 Dec, 3:52 pm
  • Martin ThornburyManaging partner, Thornbury & Webb Signed4 Dec, 5:10 pm

Onboarding paid on signing (50% of once-off)

$3,120

Paid via StripePay with card or PayPal

Certificate of authenticity and audit trail attached

Activity

  1. Agreement openedRebecca Webb · Thornbury & Webb
  2. Standard tier + MDR+$612.00/mo
  3. Signed by both partnersCertificate of authenticity attached
  4. Onboarding paid$3,120.00 via Stripe
  5. Deal updated in your CRMNative on Business, or Zapier

Five MSP pricing models, one price table

Most MSPs mix them. Here is how each looks as a line in the agreement, when it fits, and the QuoteCloud setting that carries it.

  1. Per user

    Support for each person with a login
    In the agreement
    Managed IT · Standard 42 users × $85$3,570/mo

    Fits whenOffice clients where every person gets the same support whatever device they use. Flat-rate, all-you-can-eat support is usually priced this way.

    In QuoteCloudA repeating row with quantity editing, so the client corrects the headcount on the page.

  2. Per device

    Each laptop, desktop or shared PC
    In the agreement
    Device management 51 devices × $9$459/mo

    Fits whenShared reception and boardroom PCs, or fleets where devices outnumber people. Often alongside per-user support.

    In QuoteCloudIts own repeating row at a per-device rate, with quantity editing switched on.

  3. Per server or site

    Infrastructure that doesn't grow with headcount
    In the agreement
    Managed firewall & switching 2 offices × $120$240/mo

    Fits whenServers, firewalls and each office's network: priced by the unit, whatever the number of staff.

    In QuoteCloudOne row per unit type in its own section, with a subtotal for devices, servers and sites.

  4. Tiered bundle

    Good, better, best per user
    In the agreement
    Choose a support tier Essentials $65Standard $85Complete $119 42 users × $85$3,570/mo

    Fits whenWhen you want clients to choose a level of service rather than negotiate line by line.

    In QuoteCloudA plan comparison as a single-choice group. The chosen tier updates the per-user row and every total.Single-choice groups: Essentials and up

  5. À la carte

    Add-ons the client may want
    In the agreement
    Security awareness training 42 users × $4$168/mo

    Fits whenSecurity, after-hours support or backup that some clients take and others don't.

    In QuoteCloudOptional rows the client ticks. The monthly total and contract value follow each tick.

QuoteCloud doesn't apply tiered or volume discounts by rule: every tier and per-unit rate is a price you set in your price book.

From the pricing spreadsheet to one agreement

What changes for the account managers who price new clients, and for the partners reading the numbers.

The jobSpreadsheet & WordWith QuoteCloud
Counting the client Users, devices and servers counted in a spreadsheet, then retyped into a Word quote. Each count is the quantity on its own repeating row, and the client can correct users and devices on the page.
Choosing a tier Three quotes, one per tier, or a tier table pasted in as a picture. The tiers as one single choice that sets the per-user price and every total.
Picking the term A separate version for 12, 24 and 36 months. A term switch; the total contract value follows the client's choice.
Rates that match Each rep's own copy of the rate card, some of them out of date. Every line from one price book with SKUs, refreshed by CSV import.
Your margin Worked out in a hidden tab that sometimes gets sent. Cost and margin columns your team sees and the client never does.
Getting it signed Print, sign, scan, then chase the onboarding invoice. Both partners sign online and the onboarding share is paid on signing.

Price your next MSP agreement per user and device

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Sample agreement · QF-4108

The whole term, before anyone signs

Standard for 42 users, 51 devices, two servers, two offices, Microsoft 365 and MDR: $6,935 a month plus $6,240 onboarding, shown as the value of the agreement over the 36 months the partners chose.

Renewals, true-ups & seat changes
$255,900 Total contract value over 36 months, ex tax (sample figures)

Every rate from one price book

Your tiers, per-device and per-server rates, Microsoft 365 seats and onboarding live in the product catalogue with a SKU, category, price, cost and billing term. Reps add lines from it, so every agreement uses the same rates.

When your rate card or a distributor's prices change, import them by CSV with column mapping. For plan-based selling, the optional Contract Plans add-on keeps a plan's term, start and expiry dates and its products together.

  • SKU, category, price and cost, with profit and margin calculated
  • Recurring products with a billing term and a duration in months
  • Active, Draft and Inactive statuses for products you're adding or retiring

Product catalogue: Essentials and up · Contract Plans: optional add-on

Microsoft 365, licensing & hardware resale
Price bookQuillfield IT Sample data
  • All
  • Managed services
  • Security
  • Licences
  • Hardware

CSV import distributor-price-list-november.csv · 212 products updated, 6 marked inactive

ProductPriceBillingCostMarginStatus
Managed IT · StandardMS-STD-U · Managed services $85 Monthly · 36 mo $49 42% Active
Device managementEP-MGD-D · Managed services $9 Monthly · 36 mo $4 50% Active
Managed detection & responseMDR-247 · Security $12 Monthly · 36 mo $7 42% Active
Microsoft 365 Business PremiumM365-BP · Licences $37 Monthly · 12 mo $33 11% Active
Microsoft 365 Business StandardM365-BS · Licences $21 Monthly · 12 mo $18 11% Active
Business laptop, 14-inchHW-LAP14 · Hardware $1,690 Once-off $1,420 16% Active
Business laptop, 14-inch (previous model)HW-LAP14-G2 · Hardware $1,540 Once-off $1,310 15% Inactive

Cost and margin are for your team only: they never appear in the client's document

Price an agreement per user and device in five steps

Set up once in your implementation, then every account manager quotes the same way.

  1. Load your price book

    Import tiers, per-unit rates, Microsoft 365 and onboarding by CSV, each with its SKU, cost and billing term.

  2. Build the agreement once

    Tiers as a single choice, a per-user row, device, server and office rows, onboarding once-off and security options.

  3. Count the client

    Enter users, devices, servers and offices from the discovery call, and allow quantity editing where the client knows better.

  4. Offer the term

    Switch on term editing for 12, 24 and 36 months so the client sees the value of each.

  5. Signed, onboarding paid

    Every signer signs online and the onboarding share is paid on signing through Stripe or PayPal.

Start from a managed services template

Real QuoteCloud templates to make your own: add your tiers, rates and terms, or send us your current agreement to convert.

All technology templates Templates for it services

Per-user and per-device pricing questions

How do MSPs price per user and per device in QuoteCloud?

Put each unit on its own repeating row in a price table: the support tier per user, device management per device, servers and offices per unit, and Microsoft 365 per seat, each with Term and Monthly columns. Onboarding sits beside them as a one-off row. The monthly, once-off and whole-term totals are calculated for you. Price tables are on Essentials and above.

Can clients change the number of users or the contract term?

Yes, where you allow it. Enable Quantity Editing on the lines the client may change, such as users and devices, and Enable Term Editing for 12, 24 or 36 months. The monthly, once-off and total contract value recalculate on the page, and the signed agreement records the client's final choices.

Can I offer good, better and best support tiers?

Yes. Show your tiers as a single-choice group in the agreement, with what each one includes. The tier the client picks sets the name and price of the per-user line and every total. Each tier's price is one you set: QuoteCloud does not apply volume or tiered discounts by rule.

Does QuoteCloud bill the monthly managed services fee?

No. QuoteCloud prices the agreement, collects the signatures and can take a payment on signing, such as onboarding, through Stripe or PayPal. The monthly charges are invoiced from your PSA, billing or accounting system. Signed agreements can reach those tools through native integrations on Business or through Zapier from Essentials.

Can device counts come straight from my RMM?

No. There is no native RMM or PSA integration, so your team enters the user, device and server counts in the agreement from the discovery call or your own reports. Where you switch on quantity editing, the client can correct a count before signing, and the totals follow.

Is there a managed services agreement template?

Yes. The IT Services Proposal, Computer Service Contract and Service-Level Agreement templates are a starting point. On Essentials, Business and Enterprise trials, QuoteCloud also converts one of your existing templates for free, so your own agreement and rate card can be in place from the first quote.

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