Pricing Principles

How we structure Managed Office and related work

← Sample Pricing · Managed Office

Pricing should be readable. This page explains the volume tiers used for managed devices, how black-box equipment is handled, and the environmental factors that commonly change a written proposal. Illustrative numbers (including those on Sample Pricing) are not quotes.

Managed device volume tiers

Managed Office is priced primarily on the number of managed devices—dedicated office laptops, desktops, tablets, and kiosks. Rates step down as the fleet grows because fixed setup and discovery effort is amortized, and incremental devices in a known environment usually cost less to support than the first ones.

Managed devices in the engagement	Monthly rate per device
Devices 1–15	$100 / device / month
Devices 16–30	$80 / device / month
Devices 31 and above	$70 / device / month

Example: a 20-device office is billed as 15 × $100 + 5 × $80 (plus any black-box devices). That is the schedule used on the Sample Pricing page.

There is no separate per-user charge while the number of users stays at or below the managed-device count. User-owned phones and tablets used only occasionally are not counted as managed devices unless included by agreement.

Black-box / cooperative devices

Imaging systems, specialized clinical printers, and similar manufacturer-controlled equipment are often monitored mainly for availability and coordinated with the vendor when something fails. Those devices are typically priced at about $50 per device per month, not at the full managed-device rate.

What changes a quote

The tier table is the starting point. Final rates and project hours move with the real environment. Common factors:

• Separate logins for office computers vs Microsoft 365 — When staff sign into PCs with one set of credentials and into email or Microsoft 365 with another, and those systems are not tied together, day-to-day support and staff changes take more work. That usually means an on-premises Active Directory environment that is not integrated with Microsoft 365 / Entra ID. Connecting or carefully managing both sides increases design effort, ongoing hygiene, and onboarding/offboarding care compared with a single, cloud-first identity setup.
• Servers, multi-site networks, or unusual connectivity — Additional sites, VPN meshes, or line-of-business servers expand monitoring and change risk.
• Shared passwords and weak login culture — Cleanup during discovery and early months takes time; Badged Access and identity hygiene address the root issue but do not erase the initial work.
• Device condition and operating system mix — Aging hardware, mixed OS versions, or deferred patching increase the effort to reach a stable baseline.
• Regulatory and documentation depth — Healthcare and other regulated practices often need clearer evidence for risk analysis and audits; that documentation is part of the engagement design.
• Travel, after-hours, and staff availability — On-site windows, distance within the Valley, and how readily key people can join enrollment or testing affect schedule and cost for project work.
• Scope beyond the monthly retainer — Major migrations, new locations, complex integrations, and Badged Access implementation are scoped as projects (labor, hardware, and software as applicable), not absorbed into the device rate.

Project labor (when work is scoped separately)

One-time and project work uses a standard labor rate of $175 per hour. Uncertainty is handled by adjusting estimated hours and a contingency band (typically about 10–15% of labor, depending on how well the environment is already known), not by changing the hourly rate from engagement to engagement.

How this relates to Sample Pricing

The Sample Pricing page walks through one hypothetical office (20 managed devices, 4 black-box devices, 12 users on Badged Access) using the tiers above. It is a structure example only. A short environment assessment produces a written, client-specific proposal.

Figures and schedules on this page are planning principles and illustrations only. They do not constitute a quote, offer, or guarantee. Final pricing and timelines are determined after assessment and confirmed only in a written agreement. © 2026 Roaring Fork Valley Tech LLC.