Complete Managed IT Services for Mission-Driven Organizations
Get your entire IT department for one flat monthly fee. Our proactive, AI-powered approach prevents issues before they happen, so your team can focus on your mission instead of technology frustrations.
What is Managed IT Services?
Managed IT services provide complete IT department functionality for a fixed monthly fee, including 24/7 network monitoring, unlimited help desk support, cybersecurity protection, backup and disaster recovery, and strategic IT planning. Organizations typically save 30-50% compared to hiring in-house IT staff while gaining access to enterprise-grade technology and expertise.
How Do We Measure Managed IT Service Quality?
Our commitment to excellence is measured in real outcomes for real organizations
What Managed IT Support Options Are Available?
From essential support to complete IT department replacement, we have a solution that fits your needs and budget
Wellforce Complete Care
All-inclusive managed IT services designed specifically for nonprofits and SMBs
- Unlimited Help Desk Support (15-minute response)
- Proactive Network & Server Management
- Cybersecurity Essentials Package
- Backup & Disaster Recovery
- Vendor Management
- Strategic vCIO Services
- AI-Powered Monitoring & Optimization
- Grant-Compliant Documentation
Essential Support
Core IT support services for organizations with basic needs
- Business Hours Help Desk Support
- Basic Network Monitoring
- Essential Security Protection
- Regular System Updates
- Email Support & Training
- Quarterly Strategic Reviews
How Does Proactive IT Support Differ from Reactive?
While other IT companies wait for problems to happen, we use AI and automation to prevent issues and optimize your technology continuously
AI-Powered Network Monitoring
Advanced monitoring that predicts and prevents issues before they impact your operations
Key Benefits:
- Predictive failure analysis
- Automated performance optimization
- Real-time threat detection
- Capacity planning insights
Strategic vCIO Services
Technology leadership and strategic planning tailored to your mission and budget
Key Benefits:
- IT roadmap development
- Budget planning and optimization
- Technology vendor evaluation
- Digital transformation strategy
Vendor Management
We handle all your technology vendors so you can focus on your core mission
Key Benefits:
- Single point of contact for all IT issues
- Vendor contract negotiation
- Performance monitoring
- Cost optimization analysis
Why Do Nonprofits Need Specialized IT Services?
We understand the unique challenges nonprofits face with technology and have designed our services to address them directly
Challenge: Limited IT Budget
Our Solution:
Predictable monthly pricing with no hidden fees or surprise costs
Typical Outcome:
Average 30% reduction in total IT costs
Challenge: No Dedicated IT Staff
Our Solution:
Complete IT department replacement with expert team
Typical Outcome:
Equivalent of $80K+ annual IT salary for fraction of cost
Challenge: Grant Compliance Requirements
Our Solution:
Grant-compliant documentation and security frameworks
Typical Outcome:
100% audit pass rate for technology requirements
Challenge: Time Lost to IT Issues
Our Solution:
Proactive monitoring prevents 90% of IT problems
Typical Outcome:
Staff focuses on mission, not technology frustrations
Managed IT vs Break-Fix vs In-House: Which Is Right for You?
Compare the three main IT support models to understand which best fits your organization's needs and budget
| Feature | Managed IT (Wellforce) | Break-Fix IT | In-House IT |
|---|---|---|---|
| Cost Structure | Predictable monthly fee No surprise costs | Unpredictable hourly billing Often exceeds budget | $80K-$120K+ salary/year Plus benefits & training |
| Response Time | 15-minute guarantee 24/7 emergency support | Hours to days No guaranteed response | Depends on availability Limited after-hours |
| Approach | Proactive monitoring Prevents 90% of issues | Reactive only Wait for problems | Often reactive Limited time for planning |
| Expertise Breadth | Full team of specialists 15+ years combined experience | Single technician Limited specialization | 1-2 person skill set Knowledge gaps |
| Strategic Planning | Included vCIO services 3-year roadmaps | Not included No planning support | If time permits Often overwhelmed |
| Cybersecurity | 24/7 SOC monitoring Advanced threat detection | Basic antivirus only No monitoring | Limited tools/expertise No 24/7 monitoring |
| Scalability | Instant scaling Grow or shrink as needed | Pay more per hour No long-term planning | Hire/fire challenges 3-6 month delays |
| Average Annual Cost | $30K-$60K For complete IT department | $40K-$80K+ Unpredictable spikes | $100K-$150K+ Single person, limited skills |
Bottom Line: Managed IT Delivers 40-60% Cost Savings
Most organizations save between 40-60% by switching from in-house IT or break-fix to managed services, while gaining access to a full team of specialists, proactive monitoring, and strategic planning.
Schedule Free ConsultationOur Managed IT Guarantee
We guarantee a 15-minute response time during business hours and 100% satisfaction. If you're not completely satisfied in your first 30 days, we'll refund every penny.
Specialized IT Services
Need something specific? We offer specialized services for unique requirements
Emergency IT Support
24/7 emergency response for critical issues
- 24/7 emergency hotline
- 2-hour on-site response
- Priority technician dispatch
IT Project Management
Technology projects from planning to completion
- Full project lifecycle management
- Vendor coordination
- Budget and timeline management
Staff IT Training
Technology training for your team
- On-site or virtual training
- Customized curriculum
- Security awareness training
How to Choose the Right Managed Service Provider (MSP) for Your Business
A comprehensive step-by-step guide to evaluating and selecting the best managed service provider for your organization's needs, budget, and strategic goals.
Assess Your Current IT Needs and Pain Points
Begin by conducting a thorough assessment of your current IT infrastructure and documenting specific challenges. Identify recurring issues like slow response times, frequent downtime, security concerns, or lack of strategic planning. Survey your team to understand which technology problems impact their productivity most. Calculate the time your staff spends dealing with IT issues each week and multiply by their hourly wages to understand the hidden cost of IT frustrations. Document your existing technology stack, number of users, devices, servers, and any compliance requirements (HIPAA, FERPA, PCI DSS). This foundation will help you communicate clearly with potential MSPs and ensure they understand your specific situation.
Define Your Budget and Service Level Requirements
Establish a realistic budget by calculating your current total IT spending including hardware, software licenses, internal IT staff costs, and downtime expenses. Most organizations find that managed services cost 30-50% less than equivalent in-house IT while delivering better results. Define your service level expectations such as response time guarantees (look for 15-minute response times), availability requirements (99.9% uptime), support hours needed (business hours vs 24/7), and whether you need proactive monitoring or just reactive support. Consider which services are must-haves versus nice-to-haves to help prioritize during vendor evaluation.
Research MSPs in Your Geographic Area
Focus on managed service providers serving your region (Washington DC or Raleigh NC metro areas) as local MSPs better understand regional compliance requirements, can provide faster on-site support when needed, and often have relationships with local technology vendors. Use Google searches, industry associations, and peer recommendations to create a list of 5-7 potential MSPs. Check each provider's website for industry specializations - look for MSPs with specific experience serving nonprofits, legal firms, or your particular sector. Verify they serve organizations of your size, as some MSPs focus on enterprise clients while others specialize in SMBs. Review their service offerings to ensure they provide comprehensive managed services, not just break-fix support.
Evaluate MSP Credentials, Certifications, and Experience
Review each MSP's technical credentials and certifications to verify their expertise. Look for Microsoft Partner certifications, AWS/Azure partnerships, Cisco certifications, and security credentials like CISSP or CompTIA Security+. Check how long they've been in business (look for 5+ years) and whether they have experience with organizations similar to yours. Examine their security practices and ask about their own cybersecurity measures - if they can't protect themselves, they can't protect you. Verify they have cyber liability insurance and errors & omissions coverage. Ask about their team structure, average technician tenure, and whether they use offshore support (which can impact response quality and data security).
Review Client Testimonials, Case Studies, and References
Request at least 3-5 client references from organizations similar to yours in size and industry. Specifically ask for references from clients who have been with them for 2+ years to assess long-term satisfaction. When speaking with references, ask about response times, quality of communication, how they handle problems, whether costs stayed predictable, and if they felt the MSP became a strategic partner or just a vendor. Read online reviews on Google, Clutch, and industry-specific platforms, but focus on patterns rather than individual complaints. Review any published case studies that demonstrate the MSP's ability to solve problems similar to yours. Look for perfect or near-perfect customer satisfaction scores as indicators of service quality.
Schedule Consultations with Your Top 3 Candidates
Narrow your list to the top 2-3 MSPs and schedule detailed consultations with each. Prepare a list of specific questions about their service delivery model, escalation procedures, and technology stack. Pay attention to how they communicate - do they use jargon or explain things clearly? Do they ask thoughtful questions about your business or just push their services? Request they conduct a preliminary IT assessment to demonstrate their analytical capabilities. Assess cultural fit by meeting the team members who would actually support you, not just the sales representatives. Evaluate their office, facilities, and technology to gauge their professionalism and investment in their own infrastructure.
Compare Proposals, Pricing, and Service Level Agreements
Request detailed written proposals from each finalist that clearly outline services included, response time guarantees, uptime commitments, and pricing structure. Compare their Service Level Agreements (SLAs) carefully - look for guaranteed response times (15 minutes is excellent), resolution timeframes, and uptime guarantees (99.9% minimum). Understand the pricing model (per-user, per-device, or flat-rate) and what's included versus what costs extra. Calculate total cost of ownership including implementation, ongoing monthly fees, and any equipment or software purchases. Look for transparent pricing without hidden fees and ensure the contract includes provisions for scaling up or down as your organization grows. Verify the contract terms, cancellation policies, and whether there are long-term commitments required.
Check Final References and Make Your Decision
Before signing, conduct a final reference check with the MSP's newest clients to understand their onboarding experience. Verify all verbal commitments are documented in the written agreement. Review the contract carefully with your attorney to ensure terms protect your interests. Confirm the implementation timeline and what support will be provided during the transition period. Ask about the account management structure and who will be your primary point of contact. Once satisfied, sign the agreement and schedule a kickoff meeting to introduce your team to the MSP and begin the transition process. Plan for a 30-60 day onboarding period where the MSP learns your environment and your team adapts to the new support model.
Managed IT Services FAQ
Common questions about managed IT services and how we support your organization
What are managed IT services?
How much do managed IT services cost?
What's included in managed IT services?
How quickly do you respond to IT issues?
Do you work with nonprofits?
What makes Wellforce different from other MSPs?
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