Break/Fix vs Managed it Services: What’s the Difference and What’s Best for Your Business

If you’re trying to figure out whether to stick with your current break/fix IT setup or switch to a managed service provider, you’re not alone. You may be wondering if there’s a smarter way to support your growing team without hiring a full-time IT department.

At SubIT, we’ve worked with businesses in that exact spot, juggling operations across locations, time zones, and teams while trying to keep IT from slowing things down. We offer the kind of support you’d expect from a full in-house IT department, just without the overhead.

Key Takeaways

• Break/fix IT is reactive and pay-as-you-go, best for small businesses with minimal tech needs, but it often leads to unpredictable costs and longer downtimes.
  

   

  
  
• Managed IT services provide proactive, ongoing support for a flat monthly fee, helping prevent issues, reduce downtime, and improve overall security.
  

   

  
  
• Over time, managed services typically lower total IT costs, thanks to preventive maintenance, monitoring, and included compliance support.
  

   

  
  
• The best model depends on your business needs, but if uptime, growth, and tech reliability are priorities, managed IT is usually the better choice.

What is Break/Fix IT support?

Break/fix is a reactive IT support model where businesses only call for help when something goes wrong. There’s no monthly contract, no routine maintenance, and no monitoring. You contact an IT technician when a system fails, then pay a one-time fee to fix the issue.

Because support isn’t ongoing, response times can vary, and issues like downtime, data loss, or security vulnerabilities may linger longer than they should. There’s no strategic planning or optimization, just a patch when things break.

What are Managed IT Services?

Managed IT services offer ongoing support and proactive maintenance under a flat monthly fee. You’re paying to avoid problems in the first place.

According to a survey by CompTIA, 53% of small and mid-sized businesses now use some form of managed IT services, and another 34% are actively considering it. That growth is no accident. It reflects the rising need for scalable, secure, and reliable support as businesses expand and rely more on technology.

Break/Fix vs Managed Services: Side-by-Side Comparison

Cost predictability, uptime, and planning are where managed IT really stands out. Businesses that make the switch often do so after one too many service interruptions or unexpected bills.

The financial impact can be significant. According to Gartner, the average cost of IT downtime is $5,600 per minute. When problems hit, the costs stack up fast, especially under a reactive model with no preventive monitoring in place.

Feature / Concern	Break/Fix IT Support	Managed IT Services
Cost Structure	Pay-per-incident or hourly	Flat monthly fee
Support Availability	Only when you call (during business hours)	24/7 monitoring and support
Proactivity	Reactive: fix issues after they happen	Proactive: prevent issues before they happen
Downtime Risk	Higher – no ongoing monitoring	Lower – continuous oversight and alerts
Security and Compliance	Often overlooked unless requested	Included: antivirus, updates, backups, compliance
Scalability	Limited – no strategic guidance	Built-in – MSP helps plan for growth
IT Planning and Roadmapping	Not included	Included – strategic planning and technology advice
Service Agreements (SLAs)	Rare or informal	Formal SLAs define response time and performance
Total Cost of Ownership (TCO)	Unpredictable, spikes during crises	Predictable, lower over time

Pros and Cons of Break/Fix IT Support

Break/fix IT support can seem appealing, especially for businesses trying to minimize recurring expenses. It offers a no-commitment, pay-as-you-go approach that may feel simpler at first. But the benefits often come with hidden trade-offs.

Pros of Break/Fix

• No monthly fees: You only pay when you need help, which can appear cost-effective if problems are rare.
• Simple engagement: No contracts, no ongoing vendor relationship. You call when you need support.
• Full control: You’re not tied to a provider, and can switch technicians or companies at any time.
• Suitable for basic setups: Small businesses with minimal systems or low reliance on tech can sometimes get by with this model.

Cons of Break/Fix

• Unpredictable costs: One major issue, like a server crash, can lead to large and unexpected bills.
• Longer downtimes: Since support isn’t ongoing, problems may take longer to identify and fix, impacting operations.
• No proactive care: Routine maintenance, patches, and security updates often get neglected, increasing risk.
• No strategic IT planning: Break/fix providers typically address problems, not long-term infrastructure needs.
• Vendor inconsistency: You may not get the same technician each time, and support quality can vary.

Benefits and Risks of Managed IT Services

Managed IT services function as a long-term IT partner, helping businesses run more efficiently, avoid downtime, and plan for future growth. But like any service model, it comes with its own set of considerations.

As reported by CompTIA, 46% of companies using managed services have cut their annual IT costs by 25% or more. That kind of savings can have a major impact, especially when combined with fewer outages and better long-term planning.

Benefits of Managed IT Services

• Predictable costs: You pay a fixed monthly fee, making IT expenses easier to budget and manage.
• Proactive support: Issues are detected and resolved before they cause downtime, thanks to 24/7 monitoring.
• Faster response times: Most MSPs guarantee specific response windows through service-level agreements (SLAs).
• Stronger security: Regular updates, antivirus protection, backups, and compliance support are typically included.
• Strategic guidance: MSPs help plan IT infrastructure as your business grows, allowing for scalability and alignment with goals.
• Less downtime: With monitoring and maintenance in place, systems stay online and disruptions are minimized.
• Access to broader experience: A managed provider gives you a team of specialists across different areas, without the cost of hiring internally.

Risks of Managed IT Services

• Recurring cost commitment: Even if support isn’t used heavily one month, you still pay the same fee.
• Provider quality varies: Not all MSPs are equal, choosing the wrong one can result in poor service or misaligned priorities.
• Less perceived control: Outsourcing IT can feel like giving up visibility, especially if communication is poor.
• Upfront setup may be required: Transitioning from break/fix often involves audits, onboarding, and integration that take time.

Which IT Support Model is Right for Your Business?

Choosing between break/fix and managed IT services depends on your current needs, growth plans, and how critical technology is to your daily operations. There’s no universal answer, but the right model should support your business goals, not just solve immediate problems.

Break/Fix Might Work For You If:

• You’re a small company with only a few devices or users
• IT issues are infrequent and not mission-critical
• You’re comfortable with occasional downtime or delays
• Your budget can’t support monthly service costs
• You already have someone on staff with basic tech skills

Managed IT Services Make Sense If:

• Your business relies heavily on uptime and digital tools
• You’re scaling and need to future-proof your systems
• You want to prevent issues instead of constantly reacting
• Security, compliance, or data backup are priorities
• You’re tired of surprise IT bills and want consistent support

6 Steps to Make the Switch from  Break/Fix to Managed IT 

Switching from break/fix to managed IT services may feel like a big shift, but it doesn’t have to be chaotic. With the right steps, you can move to a proactive IT model without risking downtime or operational setbacks.

Here’s how to approach the transition with confidence:

1. Assess Your Current IT Situation

Take stock of your hardware, software, recurring issues, and any ongoing support contracts. Identify which systems are critical to your operations and how downtime has impacted your business in the past.

2. Define Your IT Expectations

Clarify what you want from your IT setup. Do you need better uptime? Stronger cybersecurity? Compliance with specific industry standards? Knowing what success looks like will help you evaluate MSPs more effectively.

3. Research and Interview Managed Service Providers (MSPs)

Don’t just pick the first name you find. Ask about:

• Service scope (What’s included?)
• SLAs (How fast do they respond?)
• Experience with your industry
• Security and compliance offerings
• Scalability and long-term support

4. Review and Negotiate Your SLA (Service Level Agreement)

Your SLA should clearly define:

• Response times
• Uptime guarantees
• Maintenance schedules
• Security and data recovery responsibilities

Make sure you understand every clause before signing.

5. Plan Your Onboarding Timeline

Work with your MSP to schedule implementation during low-impact business hours. A good provider will handle migration with minimal disruption, communicate clearly, and offer training if needed.

6. Phase Out Your Break/Fix Support

Once you’re comfortable with your MSP, wrap up any existing break/fix arrangements. This prevents overlap and makes sure all IT responsibilities are clearly assigned.

Time to Choose the Right IT Support for Your Business

If you’re leaning toward managed IT after weighing the pros and cons, you’re already thinking like a business that’s ready to grow with fewer interruptions and more peace of mind. 

SubIT gives you the tools, people, and reliability of a full-scale in-house IT team, without the overhead. From 24/7 support to proactive planning, our team is built to keep yours moving.

If you need help figuring out the right setup for your company, reach out through our contact page. Let’s talk about what would actually work for your business.