Why IT outsourcing prices are hard to find

IT companies rarely publish price lists. Partly because the cost of IT services really depends on many variables - the number of users, the type of infrastructure, and the scope of services. Partly because the industry has gotten used to the "call us for a quote" model.

We understand that this is frustrating. If you are considering IT outsourcing in Warsaw, you want to know roughly what to expect - before you invest your time and that of the provider.

Two main billing models

Before we get into the numbers, it’s worth understanding that there are two fundamentally different collaboration models in the market.

There is also a mixed version, offering a certain package of hours on a subscription basis and hourly billing outside that package.

How much does IT support cost in Warsaw

The monthly cost of IT support primarily depends on the number of users and the scope of services. Below are indicative ranges for small and medium-sized companies in Warsaw.

For a company employing up to 10 people, the monthly cost of comprehensive IT support typically falls within the range of 1200-2200 PLN net. This range includes helpdesk, infrastructure monitoring, and standard user support.

For companies with up to 30 employees, the typical subscription ranges from 2500-4500 PLN net per month, depending on the complexity of the environment and the scope of services.

Companies with over 30 users are priced individually - too many variables influence the final amount to provide ranges without knowing the details.

What should be included in the subscription

This is a question worth asking every potential IT provider before signing a contract. A well-structured subscription should include: helpdesk and remote user support, infrastructure monitoring, update management, and patch management, technician visits to the office, as well as basic administrative work.

If the provider wants to charge separately for each of these items, it’s a sign that the billing model will not be predictable.

At Helpwise, we apply a principle we call "batteries included": monitoring, updates, and visits are part of the standard agreement, not separate items on the invoice. Outside the subscription, you only pay for licenses and hardware.

In-house IT vs. IT outsourcing - a true cost comparison

Many business owners compare the cost of outsourcing with the cost of hiring their own IT person. This is a natural comparison, but often incomplete.

An in-house IT employee in Warsaw today costs around 6000-10,000 PLN gross per month - plus social security, vacations, training, and equipment. Additionally, there is the risk that we describe in detail in the article In-house employee or IT outsourcing: dependency on one person, lack of documentation, competency gaps in areas that exceed the specialization of that IT person.

IT outsourcing means access to a whole team of specialists - from helpdesk to IT security to server administration - for a fraction of the cost of maintaining your own department.

What to pay attention to when choosing an IT company in Warsaw

Price is one factor in the decision, but not the only one. When choosing an IT support provider, it is worth checking several issues.

Response time to requests - what does the SLA guarantee in practice, not just on paper. The scope of services included in the subscription - what is standard and what is additionally payable. Continuity of service - whether, in the case of illness or vacation of your caretaker, you have an assigned substitute. Experience in the industry - whether the company serves businesses similar to yours in terms of size and business profile.