The complete software stack for a growing IT managed service provider
Here's the exact, integrated 4-pillar stack we'd architect for an 18-person it managed service provider — no SaaS sprawl, no overlapping tools, every piece chosen for how well it fits your size and how cleanly it plugs into the rest.
The example below is for an 18-person it managed service provider. Your blueprint will be tailored to your actual size and spend.
Save $53,124/yr
Your 4-pillar stack blueprint
This stack is designed for your 18-person MSP to streamline client acquisition and management. Pipedrive and Mailchimp will fuel your sales engine by organizing leads and automating outreach, while Calendly simplifies booking new client consultations. ConnectWise Manage acts as your operational backbone, handling service delivery, billing, and contracts efficiently, powered by NinjaOne for proactive endpoint management and IT Glue for organized client data. Datto SIRIS ensures client uptime with robust BCDR, and ScreenConnect provides seamless remote support. QuickBooks Online and Gusto handle your core financial and HR needs, with Ramp and Bill.com automating expense and payment processes. Microsoft 365 offers essential communication and collaboration tools, secured by 1Password and Huntress for robust cybersecurity. Finally, DocuSign streamlines client agreement processes.
Recommendations are ranked purely on fit for your business — our engine never sees which vendors pay us. When you adopt a tool through StackMatch, the vendor pays us a fee and we credit part of it back to you as an implementation bonus. Read our methodology.
Sales & Marketing
CRM & Sales Pipeline
Consolidates: spreadsheet-based sales tracking, no CRM
$25 implementation credit when you adopt
$150/moAdoptEmail & SMS Marketing Automation
Consolidates: manual email blasts
$25 implementation credit when you adopt
$75/moAdoptScheduling & Booking
Consolidates: manual email/phone scheduling
$15 implementation credit when you adopt
$30/moAdopt
Core Operations
Professional Services Automation (PSA) — Ticketing, Billing & Service Contracts
Consolidates: email-based ticket tracking, spreadsheet SLA tracking, manual recurring-contract billing
$140 implementation credit when you adopt
$1,200/moAdoptRMM (remote monitoring & management) / patch management
Consolidates: manual patch management, ad-hoc remote desktop tools, spreadsheet-tracked client asset inventory
$5 implementation credit when you adopt
$75/moAdoptIT Documentation & Password/Asset Management for MSPs
Consolidates: documentation scattered in shared drives/wikis, credentials in spreadsheets
$40 implementation credit when you adopt
$280/moAdoptBusiness Continuity & Disaster Recovery (BCDR) Backup
Consolidates: unmanaged/manual client backups, tape backup rotations
$70 implementation credit when you adopt
$500/moAdoptRemote Support & Screen Sharing
Consolidates: free/consumer remote-desktop tools, on-site-only support visits
$40 implementation credit when you adopt
$150/moAdopt
Finance
Core accounting & bookkeeping
Consolidates: manual/spreadsheet bookkeeping
$40 implementation credit when you adopt
$90/moAdoptPayroll & HR
Consolidates: manual payroll processing, legacy payroll bureau contracts
$50 implementation credit when you adopt
$200/moAdoptCorporate cards & expense management
Consolidates: manual reimbursement, excel-based expense tracking
$100 implementation credit when you adopt
$0/moAdoptAccounts payable & bill pay automation
Consolidates: manual check writing, paper vendor invoice tracking
$40 implementation credit when you adopt
$99/moAdopt
Administration & Security
Microsoft 365 Business Premium
Business email hosting & productivity suite
Consolidates: on-premise Exchange/email server, basic antivirus
$20 implementation credit when you adopt
$264/moAdoptPassword manager
Consolidates: credentials in spreadsheets, browser-saved/reused passwords
$20 implementation credit when you adopt
$95/moAdoptEndpoint detection & response / managed security
Consolidates: free/consumer antivirus, unmanaged endpoints
$40 implementation credit when you adopt
$85/moAdoptE-signature & document workflow
Consolidates: printing and scanning paper contracts
$25 implementation credit when you adopt
$80/moAdopt
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 StackMatch'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 StackMatch 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.
Get your own IT managed service provider blueprint
Three questions, tailored to your actual size and spend — not the example above.