How device rates, black-box monitoring, and Microsoft 365 Administration are structured
← Sample Pricing · Managed Office
These principles guide quotes for Managed Office, optional Microsoft 365 Administration, and related work. They are not a public rate card for every situation; final numbers depend on the environment and are confirmed only in a written proposal.
Device care, network, licenses, and HIPAA support are inside the Managed Office retainer. They are not separate monthly SKUs. Microsoft 365 Administration and Identity & Access (Badged Access / Hybrid Identity) are the products priced next to it.
The monthly retainer is based primarily on the number of managed devices (dedicated office laptops, desktops, tablets, and kiosks). Rates step down as the fleet grows.
| Managed devices in the engagement | Monthly rate per device |
|---|---|
| 1–15 | $100 / device / month |
| 16–30 | $80 / device / month |
| 31+ | $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.
Because RMM setup and account configuration are largely a fixed cost per office, the effective rate improves automatically as a practice grows — a 20-device office pays a blended rate of about $95/device, roughly 5% below list, and larger practices save more. (Illustrative blended figure only — actual billing always applies the per-device tiers above.)
Base Managed Office service includes up to 6 devices for $600/month. Offices below that count are billed at this base — onboarding, Operations Atlas™ setup, and the ongoing monthly reporting effort are the same regardless of fleet size. At 6 or more devices, the tier schedule above applies (which already meets or exceeds the base). Black-box devices count toward the 6, so an office with three managed PCs and two black-box devices pays the $600 base and nothing further; only devices beyond the base are charged separately.
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 (BYOD is excluded from Managed Office by default).
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.
These devices fill the 6-device Managed Office base alongside managed PCs, and only those beyond the base carry the separate charge. A small office whose managed and black-box devices together number 6 or fewer pays the base and no black-box line at all.
We keep your Microsoft 365 in good order: sign-ins, mailboxes, licenses, and the settings that affect the whole office. Beyond the identity hygiene included in Managed Office, Microsoft 365 Administration can be engaged standalone or as a Managed Office add-on. Microsoft license fees are always separate (pass-through).
| Option | Rate |
|---|---|
| Standalone Basic | $12 / user / month |
| Standalone HIPAA | $16 / user / month |
| Managed Office add-on Basic | $8 / user / month |
| Managed Office add-on HIPAA | $12 / user / month |
| Unlicensed hybrid or Azure-only | $4 / user / month |
All options include a base of 15 users (you're billed at this base even if fewer are named) — onboarding and administering a tenant takes much the same work whatever the head count. Default term is one year. BYOD / Intune management of personal devices is a negotiated extension, usually priced as additional billable users above the base.
The $4 rate is for people who must sign in without a licensed mailbox or Teams seat — front desk, time clock, vacation cover, and hybrid or Azure-only accounts. It applies to Microsoft 365 Administration only: it is not a separate product, and it is not Badged Access or Hybrid Identity project pricing. Microsoft’s own license fees are never included.
Licensed users and unlicensed identities both count toward the 15. A practice with twelve licensed users and one front-desk sign-on pays the base and nothing more. Add three more licensed users and the combined count reaches sixteen, so one identity now sits outside the base: the base still covers the fifteen licensed seats and the front-desk sign-on adds $4.
Managed Office support is included during Business Hours: 7:00 a.m. to 6:00 p.m. Mountain Time, Monday through Friday, excluding days RFVIT observes as holidays. RFVIT uses commercially reasonable efforts to acknowledge tickets received during Business Hours on the same business day.
After-hours service (evenings, weekends, and holidays) is available by prior arrangement and is not part of the standard monthly retainer unless an elevated after-hours arrangement is written into the Statement of Work. Quotes do not include a numeric uptime guarantee for the client’s internet, power, or third-party cloud services.
Work outside the Managed Office retainer (migrations, complex identity conversions, hardware replacement labor, third-party software upgrades, and similar) is scoped in a Statement of Work. Clients with an active annual Managed Office subscription receive a 20% discount on hourly labor rates only; the discount does not apply to software licenses, hardware, or other third-party costs. Hardware and publisher software on a project are estimated pass-throughs: quantities are locked, the dollar figure is valid for 30 days, and the invoice follows the vendor’s actual cost plus tax and freight. If that actual cost would exceed the estimate by more than 10%, we pause and get written approval before ordering.
See the Sample Pricing page for one worked example, or contact us / book a consultation for an environment-specific proposal.
Rates and examples on this page are illustrative. Final pricing is confirmed only in a written proposal after assessment. © 2026 Roaring Fork Valley Tech LLC.
