The complete software stack for a growing IT managed service provider
This representative 4-pillar catalog scenario shows options for an 18-person it managed service provider. Review each source, cost input, and assumption against your own needs before choosing vendors.
This representative catalog scenario is not a quote, observed spend, or guaranteed result.
Estimated difference: $53,124/yr
Arithmetic: ($7,800 current input − $3,373 catalog stack) × 12. This is an illustrative catalog scenario, not a quote, observed customer spend, or guaranteed savings.
Your 4-pillar stack blueprint
This integrated stack is designed for an 18-person MSP to streamline operations and maximize efficiency. Pipedrive and Mailchimp will drive sales growth and client communication, while Calendly simplifies client engagement. ConnectWise Manage and NinjaOne form the backbone of your service delivery, handling ticketing, billing, and device management, supported by IT Glue for critical documentation. Datto SIRIS ensures client data protection, and ConnectWise ScreenConnect enables seamless remote support. Microsoft 365 provides essential collaboration tools, and 1Password secures your sensitive information. Huntress adds a crucial layer of managed security, and DocuSign streamlines client agreements. QuickBooks Online, Gusto, Ramp, and Bill.com will automate your financial back-office functions, freeing up valuable time for your team to focus on client service and strategic growth.
Sales & Marketing
- $150/mo
- $75/mo
- $30/mo
Core Operations
Professional Services Automation (PSA) — Ticketing, Billing & Service Contracts
Consolidates: email-based ticket tracking, spreadsheet SLA tracking, manual recurring-contract billing
$1,200/moRMM (remote monitoring & management) / patch management
Consolidates: manual patch management, ad-hoc remote desktop tools, spreadsheet-tracked client asset inventory
$75/moIT Documentation & Password/Asset Management for MSPs
Consolidates: documentation scattered in shared drives/wikis, credentials in spreadsheets
$280/moBusiness Continuity & Disaster Recovery (BCDR) Backup
Consolidates: unmanaged/manual client backups, tape backup rotations
$500/moRemote Support & Screen Sharing
Consolidates: free/consumer remote-desktop tools, on-site-only support visits
$150/mo
Finance
Administration & Security
Microsoft 365 Business Premium
Business email hosting & productivity suite
Consolidates: on-premise Exchange/email server, basic antivirus
$264/moPassword manager
Consolidates: credentials in spreadsheets, browser-saved/reused passwords
$95/moEndpoint detection & response / managed security
Consolidates: free/consumer antivirus, unmanaged endpoints
$85/mo- $80/mo
Our picks, and why
Pipedrive
Fits teams of 3-100 employees, consolidates spreadsheet-based sales tracking, no CRM.
Mailchimp
Fits teams of 1-50 employees, consolidates manual email blasts.
Calendly
Fits teams of 1-50 employees, consolidates manual email/phone scheduling.
ConnectWise Manage
Fits teams of 5-200 employees, consolidates email-based ticket tracking, spreadsheet SLA tracking, manual recurring-contract billing — chosen over 1 other professional services automation (psa) — ticketing, billing & service contracts option in our catalog.
Runner-up: Autotask PSA
NinjaOne
Fits teams of 5-500 employees, consolidates manual patch management, ad-hoc remote desktop tools, spreadsheet-tracked client asset inventory — chosen over 1 other rmm (remote monitoring & management) / patch management option in our catalog.
Runner-up: Datto RMM
IT Glue
Fits teams of 3-150 employees, consolidates documentation scattered in shared drives/wikis, credentials in spreadsheets.
Datto SIRIS
Fits teams of 5-200 employees, consolidates unmanaged/manual client backups, tape backup rotations — chosen over 1 other business continuity & disaster recovery (bcdr) backup option in our catalog.
Runner-up: Veeam Backup & Replication
ConnectWise ScreenConnect
Fits teams of 3-200 employees, consolidates free/consumer remote-desktop tools, on-site-only support visits.
QuickBooks Online (Plus)
Fits teams of 1-25 employees, consolidates manual/spreadsheet bookkeeping.
Gusto (Plus)
Fits teams of 2-50 employees, consolidates manual payroll processing, legacy payroll bureau contracts.
Ramp
Fits teams of 3-200 employees, consolidates manual reimbursement, excel-based expense tracking.
Bill.com
Fits teams of 5-100 employees, consolidates manual check writing, paper vendor invoice tracking.
Microsoft 365 Business Premium
Fits teams of 1-300 employees, consolidates on-premise Exchange/email server, basic antivirus.
1Password Business
Fits teams of 3-75 employees, consolidates credentials in spreadsheets, browser-saved/reused passwords.
Huntress Managed EDR
Fits teams of 5-100 employees, consolidates free/consumer antivirus, unmanaged endpoints.
DocuSign
Fits teams of 2-60 employees, consolidates printing and scanning paper contracts.
Every tool we evaluated for a IT managed service provider
Our engine picks one winner per category based on your size — here's the full shortlist it chose from, including the runners-up and who they're actually built for.
Sales & Marketing
Core Operations
| Tool | Category | Best fit | Cost |
|---|---|---|---|
| ConnectWise ManageOur pick for this size | Professional Services Automation (PSA) — Ticketing, Billing & Service Contracts | 5-200 employees | $1,200/mo |
| Autotask PSA | Professional Services Automation (PSA) — Ticketing, Billing & Service Contracts | 5-200 employees | $1,000/mo |
| NinjaOneOur pick for this size | RMM (remote monitoring & management) / patch management | 5-500 employees | $75/mo |
| Datto RMM | RMM (remote monitoring & management) / patch management | 5-500 employees | $600/mo |
| IT GlueOur pick for this size | IT Documentation & Password/Asset Management for MSPs | 3-150 employees | $280/mo |
| Datto SIRISOur pick for this size | Business Continuity & Disaster Recovery (BCDR) Backup | 5-200 employees | $500/mo |
| Veeam Backup & Replication | Business Continuity & Disaster Recovery (BCDR) Backup | 5-300 employees | $350/mo |
| ConnectWise ScreenConnectOur pick for this size | Remote Support & Screen Sharing | 3-200 employees | $150/mo |
Finance
| Tool | Category | Best fit | Cost |
|---|---|---|---|
| QuickBooks Online (Plus)Our pick for this size | Core accounting & bookkeeping | 1-25 employees | $90/mo |
| Gusto (Plus)Our pick for this size | Payroll & HR | 2-50 employees | $200/mo |
| RampOur pick for this size | Corporate cards & expense management | 3-200 employees | $0/mo |
| Bill.comOur pick for this size | Accounts payable & bill pay automation | 5-100 employees | $99/mo |
Administration & Security
| Tool | Category | Best fit | Cost |
|---|---|---|---|
| Microsoft 365 Business PremiumOur pick for this size | Business email hosting & productivity suite | 1-300 employees | $264/mo |
| 1Password BusinessOur pick for this size | Password manager | 3-75 employees | $95/mo |
| Huntress Managed EDROur pick for this size | Endpoint detection & response / managed security | 5-100 employees | $85/mo |
| DocuSignOur pick for this size | E-signature & document workflow | 2-60 employees | $80/mo |
- What Should an 18-Person IT Managed Services Provider Actually Pay for Software?
- ConnectWise Manage vs. Autotask PSA: Which One Actually Fits Your MSP?
- NinjaOne vs. Datto RMM: Which One Actually Fits Your MSP?
- Signs Your MSP Has SaaS Sprawl (And What It's Costing You)
- Software Integration Guide for IT Managed Services Providers
Trades and businesses that share tools with it managed service provider.
Frequently asked questions
How much does software cost for a small business in this industry?
It depends on your team size, but a genuinely optimized stack for a 10-15 person business typically runs $2,000-4,000/mo across all four pillars (sales & marketing, operations, finance, admin & security). We regularly see businesses paying 50-100% more than that because of overlapping tools, enterprise-tier subscriptions sized for larger teams, or never renegotiated pricing. Run the free audit to see your exact number.
What's the biggest source of software overspend in this industry?
The most common pattern is paying for two tools that do the same job — a legacy platform and a newer one that was added during a transition but never replaced the old one. The second most common is running an enterprise-tier platform sized for a much larger operation when a lighter alternative covers 95% of the functionality at a third of the cost.
How is BusinessAdvisor.Guide's recommendation different from a 'best software' list?
Most 'best software' lists rank tools by affiliate commission, not fit. Our engine is structurally blind to who pays us — the ranking code and the commission data live in separate, non-importing parts of our codebase. The engine ranks purely on your team-size fit and integration density, not on which vendor pays the biggest bounty.
Do I have to buy through BusinessAdvisor.Guide to use the blueprint?
No. The blueprint tells you exactly which tools to run and why. Adopting through our link just attaches your account so the rebate gets credited to you instead of going unclaimed. The recommendation is the same either way.
Compare your IT managed service provider inputs
Use this representative catalog scenario as a starting point, then verify current vendor details.