For an independent insurance agency with 10 to 50 people, fully managed IT from Tomorrow's Technology Today costs $175 to $350 per user per month. Where an agency lands in that range depends on the service level it chooses, how many offices it runs, and how complex its systems are.
A "user" is anyone at the agency with a full Microsoft 365 license, so a part-time CSR who shares a workstation may not count. Here's what that looks like at three common agency sizes:
- 10-person agency: $1,750 to $3,500 per month ($21,000 to $42,000 per year)
- 25-person agency: $4,375 to $8,750 per month ($52,500 to $105,000 per year)
- 50-person agency: $8,750 to $17,500 per month ($105,000 to $210,000 per year)
We publish these numbers because "it depends" isn't an answer you can budget with. Below is exactly what's included, what moves an agency up or down the range, and what costs extra.
What's Included at That Price
"Comprehensive IT support" means nothing until someone lists what it covers. Every Tomorrow's Technology Today plan includes:
- A live technician on the phone from 7am to 5pm on business days. After hours, an answering service tracks down a technician.
- A guaranteed response time for critical issues: 120 minutes on Gold, and 60 minutes on Platinum and Titanium, during business hours.
- 24/7 managed detection and response, with a human-staffed Security Operations Center watching your firewall, computers, Microsoft 365, and servers.
- Security awareness training for your whole team: weekly simulated phishing emails, short 2 to 3 minute training modules every week, and employee scores reviewed with you every quarter.
- Microsoft 365 backup for every agency we support.
- Immutable backup as standard, meaning backup copies that can't be altered or deleted, even by ransomware.
- A full restore test of every backup every other week, with a screenshot of the restored system as proof the backup actually works.
- Automated patching. Updates go to a test group first and roll out after a 3-day hold. Critical security patches go out immediately. Firewalls and wireless access points are reviewed and updated monthly.
- Monthly vulnerability scans, with a vulnerability report every quarter.
- Technology planning and budgeting reviews, included rather than sold as an add-on.
- Great Start onboarding, about 10 weeks, with a dedicated project manager who coordinates directly with your current provider.
- The first hour of vendor support, for example working with your agency management system vendor's tech support.
- No charge for a technician's drive time back from an onsite visit.
5 Factors That Move an Agency's Price Within the Range
1. Licensed users, not just headcount
Pricing follows Microsoft 365 licenses. Two agencies with 20 employees can have different user counts depending on how producers, CSRs, and part-time staff are set up.
2. Service level
Gold, Platinum, or Titanium. The plan sets how quickly we respond to critical issues: 120 minutes on Gold, 60 minutes on Platinum and Titanium.
3. Offices and infrastructure
A single serverless office is simpler than a main office plus a second location, connected networks, or an on-site server that still holds agency files.
4. Agency management system and carrier tools
How many applications the agency runs, from the agency management system to raters, scanning, and carrier portals, affects how much support it needs. We ask every agency to keep an active maintenance agreement with its software vendors, so we can work with that vendor when an issue needs their help.
5. Documentation needs
Agencies that need more help with cyber insurance applications, carrier questionnaires, or state insurance data security requirements need more documentation work behind the scenes.
What Costs Extra
We don't surprise-bill. Projects such as a server replacement or a move to the cloud are quoted at a flat rate, not billed by the hour. These items fall outside the monthly agreement:
- Home computers, personal devices, and home networks we didn't set up
- Software whose vendor maintenance agreement has lapsed, or equipment the vendor no longer supports
- Damage from misuse, theft, fire, water, or power events
- Training classes
- Writing your agency's own procedures and documentation
How to Compare Agency IT Quotes Fairly
Two quotes with the same per-user price can cover very different things. Ask every provider these 6 questions:
- What's the guaranteed response time for a critical issue, and is it in writing?
- Who answers the phone during business hours: a technician, or a ticket queue?
- How often are backups restore-tested, and what proof do we get?
- Are security monitoring and staff training included, or extra?
- What's billed outside the monthly fee?
- Do you work with our agency management system and carrier portals?
A low quote that leaves out security monitoring or backup testing isn't cheaper. It's smaller. For a deeper comparison, work through 21 questions every insurance agency should ask before choosing an IT provider, or score providers side by side with our free insurance agency IT provider scorecard.
Why It's Worth It for an Insurance Agency
Your agency management system, carrier portals, email, and remote access keep your CSRs and producers quoting, servicing, and binding. When one of them stops in the middle of renewal season, the phones keep ringing anyway. And your agency holds exactly the client information attackers want: driver's license numbers, dates of birth, and financial details.
Monitoring, tested backups, trained staff, and a provider who answers the phone are how a 10 to 50 person agency protects that data without hiring its own IT department. They're also what carriers ask about at renewal. See what it takes to qualify for or renew cyber insurance and the 7 layers of protection an agency actually needs.
A Real Client Example: Problems That Never Reached the Owner's Desk
The problem: Two team members at one of our agency clients suddenly needed to work from home. Separately, faxing between the agency's offices stopped working.
The solution: For the remote work, a technician had both employees connected securely within about 30 minutes, then upgraded the agency to a more secure remote-access system as a planned project. For the fax outage, a technician took the call live, worked with the phone provider to find the problem, and had faxing working again the same day.
The result: Neither problem landed on the owner's desk. That's the point of managed IT. As Don Ritchey, President of Block Insurance Agency in Waynesfield and Wapakoneta, Ohio, put it: "The single biggest benefit our company experienced is the ability to concentrate on selling and serving insurance rather than dealing with our technology and computer issues."
Why Insurance Agencies Work With Tomorrow's Technology Today
- Supporting independent insurance agencies since 2011, and local businesses for more than 20 years
- Headquartered in St. Henry, Ohio, with an office in Fort Wayne, serving agencies across Northwest Ohio and Northeast Indiana, including Lima, Wapakoneta, Celina, Sidney, Findlay, Dayton, and Fort Wayne
- Woman-owned and woman-led
- Every technician is security-trained to CJIS standards and background-checked
- We require every client to carry at least $2 million in cyber liability coverage, and we carry $2 million in professional and cyber liability coverage ourselves
- Owner Lisa Niekamp-Urwin wrote Sitting Duck: Why Your Business Is a Cybercriminal's Ideal Target, a #1 Amazon Best Seller, and is a past president of InfraGard Toledo
- Microsoft Partner
See how we support independent insurance agencies across Ohio and Indiana.
Want a quote for your agency? Book a 10-minute discovery call. Call us at (419) 678-2083 or visit www.TomTechToday.com/discoverycall to schedule yours.