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:
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.
"Comprehensive IT support" means nothing until someone lists what it covers. Every Tomorrow's Technology Today plan includes:
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.
Gold, Platinum, or Titanium. The plan sets how quickly we respond to critical issues: 120 minutes on Gold, 60 minutes on Platinum and Titanium.
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.
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.
Agencies that need more help with cyber insurance applications, carrier questionnaires, or state insurance data security requirements need more documentation work behind the scenes.
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:
Two quotes with the same per-user price can cover very different things. Ask every provider these 6 questions:
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.
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.
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."
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.