Choosing a managed IT provider is one of the most consequential decisions a professional services firm will make. The wrong choice means downtime during tax season, security gaps that expose client data, and compliance blind spots that put your firm’s license at risk. One82 is a managed service provider based in Los Gatos, California, specializing in IT, cybersecurity, compliance, and AI for professional services firms in the San Francisco Bay Area. With 26 years of experience serving accounting practices, law firms, and boutique financial services firms, we have seen firsthand what separates an IT provider that understands your world from one that treats you like every other small business.
This guide walks you through the questions to ask, the red flags to watch for, and the criteria that matter most when your firm’s reputation is on the line.
Why the Stakes Are Higher for Professional Services Firms
Your firm is not a retail store or a restaurant. You hold sensitive client data — tax returns, legal case files, financial models, deal documents — that is protected by professional standards and regulatory requirements. According to the American Bar Association’s 2023 Legal Technology Survey, 29% of law firms reported having experienced a security breach at some point (ABA TechReport 2023). For CPA firms, the IRS requires compliance with Publication 4557 data security standards. Financial firms face SEC cybersecurity rules, DFPI oversight, and SOC 2 requirements from institutional partners.
A generic IT provider who services plumbing companies and dental offices the same way they service your law firm is a liability, not a partner.
Key Questions to Ask Any Managed IT Provider
1. Do You Specialize in Professional Services Firms?
This is the most important question. An MSP that serves professional services firms understands that your workflows revolve around billable hours, client confidentiality, and regulatory compliance. They know what AICPA standards mean for a CPA firm’s technology, what the California State Bar’s ethical rules require for data handling, and why a private equity firm needs documentation ready for LP due diligence questionnaires.
Ask for specific client references in your industry. If they cannot name firms similar to yours, move on.
2. How Do You Handle Compliance and Regulatory Requirements?
Your IT provider should be able to explain, without hesitation, which regulations apply to your firm and how their services address them. For CPA firms, that means IRS Publication 4557, the FTC Safeguards Rule, and state-level data security requirements. For law firms, it includes state bar technology competence rules and client confidentiality obligations. For financial firms, it covers SEC cybersecurity disclosure rules, DFPI requirements, and GLBA compliance.
If the provider looks blank when you mention these, they are not equipped to serve your firm.
3. What Does Your Cybersecurity Stack Include?
According to the Ponemon Institute’s 2024 Cost of a Data Breach Report, the average cost of a data breach for professional services organizations reached $4.88 million globally (IBM/Ponemon, 2024). Your provider’s security offering should include, at minimum:
- Endpoint Detection and Response (EDR)
- Multi-factor authentication (MFA) enforcement
- Email filtering and phishing protection
- Security awareness training for all staff
- Dark web monitoring for compromised credentials
- Documented incident response procedures
If they offer only antivirus and a firewall, their approach is outdated.
4. What Is Your Response Time for Critical Issues?
When your email goes down the morning of a court filing deadline, or your tax software crashes during the April rush, response time is everything. Ask for specific SLA commitments: What is the average response time for critical issues? What is the resolution time? Do they offer after-hours support?
Get this in writing, not as a verbal promise.
5. How Do You Support Firms Adopting AI?
AI adoption is accelerating across professional services. According to Thomson Reuters’ 2024 Future of Professionals report, 77% of professionals believe AI will substantially change the way they work within the next five years (Thomson Reuters, 2024). Your IT provider should be able to guide you through AI tool selection, deployment, and governance — ensuring that AI adoption does not create new compliance risks.
6. What Is Your Pricing Model?
Professional services firms need predictable costs. The best managed IT providers offer fixed monthly per-user pricing that includes monitoring, support, security, and compliance. Avoid providers who charge hourly or per-incident — those models incentivize them to let problems fester so they can bill more to fix them.
Red Flags to Watch For
Recognizing a poor fit early saves your firm from a painful transition later. Watch for these warning signs:
No industry specialization. If the provider’s website features case studies from restaurants, construction companies, and retail stores but no professional services firms, they do not understand your regulatory environment.
Vague security answers. A qualified MSP should be able to explain their security stack in detail. If they deflect with “we handle all of that” without specifics, they likely do not have a layered security approach.
No compliance documentation. Your provider should be able to produce compliance reports, security assessments, and documentation that you can show to regulators, auditors, and clients. If they cannot, you will be exposed during an examination.
Long-term contracts with no performance guarantees. Be cautious of providers who lock you into multi-year agreements without defined SLAs. A confident provider earns your business monthly.
Reactive instead of proactive. If the provider only shows up when something breaks, they are operating a break-fix model with an MSP label. True managed IT means problems are identified and resolved before they affect your firm.
No references from firms like yours. Any reputable provider should happily connect you with current clients in your industry. Reluctance to provide references is a significant red flag.
Your Evaluation Criteria Checklist
Use this framework when comparing providers:
| Criterion | What to Look For |
|---|---|
| Industry expertise | Demonstrated experience with CPA firms, law firms, or financial services firms |
| Compliance capability | Knowledge of IRS Pub 4557, FTC Safeguards, state bar rules, SEC requirements, SOC 2 |
| Cybersecurity depth | EDR, MFA, email filtering, security training, dark web monitoring, incident response |
| Response time | Defined SLAs with documented average response and resolution times |
| AI readiness | Ability to guide safe AI adoption with governance and compliance guardrails |
| Pricing transparency | Fixed monthly per-user pricing with no hidden fees |
| Local presence | On-site support available when needed, not just remote |
| Client references | Named references from professional services firms in your region |
| Strategic planning | vCIO services providing quarterly business reviews and technology roadmaps |
| Scalability | Ability to grow with your firm from 5 employees to 100+ |
The One82 Approach
One82 has served professional services firms in the San Francisco Bay Area since 1999. Our four service pillars — Managed IT, Cybersecurity, Compliance and Regulatory, and AI Integration and Strategy (Revenue Enablement) — are built specifically for the regulatory and operational realities of accounting practices, law firms, and boutique financial services firms.
We do not serve restaurants or retail chains. Every client we work with operates in a regulated professional services environment, which means our team understands your compliance requirements, your workflow pressures, and the consequences of getting IT wrong in your industry.
Download the Full IT Buyer’s Guide
This blog post covers the essentials, but there is more to the evaluation process. Our comprehensive IT Buyer’s Guide for Professional Services Firms includes detailed scoring templates, interview question lists, and a side-by-side vendor comparison worksheet.
Frequently Asked Questions
What should a professional services firm look for in a managed IT provider?
Look for industry specialization in professional services (accounting, legal, financial), demonstrated compliance expertise for your specific regulations, a layered cybersecurity stack that meets cyber insurance requirements, defined SLAs for response times, AI adoption guidance, and fixed monthly pricing. The provider should be able to name current clients in your industry and provide references.
How much should a managed IT provider cost for a small firm?
Managed IT pricing for professional services firms typically ranges from $150 to $300 per user per month, depending on the scope of services included. This should cover help desk support, monitoring, patch management, cybersecurity, and basic compliance documentation. Avoid providers who charge hourly — per-user monthly pricing gives your firm predictable IT expenses.
What is the difference between a managed IT provider and a break-fix IT company?
A managed IT provider monitors and maintains your systems proactively for a fixed monthly fee, catching problems before they cause downtime. A break-fix company only responds when something breaks and charges by the hour. For professional services firms that depend on uptime and data security, the managed model is significantly safer and more cost-effective over time.
Why does industry specialization matter when choosing an MSP?
Professional services firms operate under specific regulatory requirements — IRS Publication 4557 for CPA firms, state bar ethics rules for law firms, SEC and DFPI regulations for financial firms. A specialized MSP understands these requirements and builds their services to address them. A generalist MSP may leave compliance gaps that expose your firm to regulatory penalties.
How do I know if my current IT provider is not meeting my firm’s needs?
Warning signs include recurring IT issues that never get fully resolved, inability to produce compliance documentation when you need it, slow response times during critical periods like tax season or litigation deadlines, no proactive recommendations for improving your security posture, and lack of familiarity with your industry’s regulatory requirements.
Can a managed IT provider help my firm adopt AI safely?
Yes. A qualified MSP for professional services should offer AI readiness assessments, help you select and deploy AI tools appropriate for your workflows, train your staff on secure AI usage, and establish governance policies that prevent AI from creating compliance risks. This is especially important for firms handling confidential client data.
