Most MSP owners can tell you top-line revenue and bottom-line profit. Fewer can tell you which clients, agreements, and projects are actually creating that profit, and which ones are quietly eroding it.
That gap is where a lot of margin and valuation gets lost.
In practice, the MSPs that consistently improve their business are the ones that treat profitability as a data problem, not a gut-feel problem. They know for every hour spent serving clients how much gross profit comes back into the business. Then they use that information to make small, continuous changes that compound over time.
A common assumption in our industry is that larger MSPs are automatically more sophisticated. But it’s not always the case. You can have a 20 million dollar MSP whose PSA data is a mess. You can have a 1 million dollar MSP whose data is military grade. The real dividing line is operational maturity, not revenue.
A few practical signals that an MSP is ready to run serious profitability reporting:
Once you get beyond three to five engineers, the business becomes too complex to manage by gut (or “vibes” as the kids say). The owner no longer sees everything, and detailed reporting by client, agreement, and engineer stops being a nice-to-have and becomes essential.
If the PSA data is not there, the first step is fixing how the team uses the system, often with help from an operations coach who lives in your PSA of choice.
When client-level reporting goes live, the first thing many owners see is a list of low or negative contribution clients. The first reaction is almost always the same: “I should fire them.” It is emotionally satisfying, but often the wrong first move.
Once you can see contribution per client and contribution per hour, you can start asking better questions:
There are certainly cases where you do raise prices, carve work out of the agreement, or walk away. The point is that profitability reporting gives you the facts you need to choose, rather than reacting hastily out of frustration.
Legacy clients are another area where contribution per hour changes the conversation. On paper, a big legacy client can look fantastic. Lots of revenue, long history, stable relationship. But if that client consumes a thousand hours a year and only generates fifty dollars of profit per hour, that is fifty thousand dollars of contribution. If your newer clients are generating one hundred dollars of profit per hour, those same thousand hours could be worth one hundred thousand dollars elsewhere.
It becomes even more obvious when you look at “all you can eat” tiers. Many MSPs underprice their true unlimited plans, especially where they have been generous about scope for years. You end up with situations where the team is fixing the boss’s kid’s GoPro and similar “favors” under a managed services agreement.
Again, the data does not tell you what to do, but it tells you where to look:
Without contribution per hour, you are negotiating in the dark.
Most MSP owners who are thinking about an exit focus on multiples. That is only half of the equation. Valuation is usually “multiple times earnings.” You control earnings far more than you control market multiples.
Take a simple example. Assume your team delivers 4,500 billable hours a year and you are generating $80 of gross profit per hour. That is $360,000 of contribution.
If you can lift that to one hundred dollars of gross profit per hour through a series of client, pricing, and efficiency changes, you have increased contribution by 25 percent. Even if your market multiple does not move, your valuation has effectively gone up by 25 percent.
On top of that, serious buyers are increasingly sensitive to operational maturity and recurring mix. They want to see:
When you can walk a buyer through those numbers with confidence and explain how you have used them over the last few years to tune the business, it builds trust. Well informed buyers do not need to use pessimistic assumptions and can instead rely on your precise numbers to form their valuation.
If you are not there today, here are the next steps:
It is an onion to peel, not a switch to flip. The MSPs that lean into this approach see those slow, steady gains that look small in the moment and significant when they look back two or three years later.
If you want to dig deeper into these ideas and see how other MSP leaders are putting them into practice, you can watch our full webinar with Larry Cobrin from MSPCFO on YouTube: https://www.youtube.com/watch?v=IOUDilCaMVA
IT or managed service provider acquisitions may look straightforward on paper. You find a good target, agree on a price, sign an LOI, work through due diligence, then close. But if you’ve spent any time trying to grow through MSP acquisitions, you know that it’s not so simple in practice.
This article focuses on the buyer side of the table and how to avoid the most common issues that derail acquisitions of MSPs, hosting providers, data center operators, and similar IT services businesses.
One of the fastest ways to lose credibility with a seller is to be vague about how you will actually fund the deal.
Before you seriously pursue opportunities, be clear on:
If you are using bank or SBA financing, assume it will take longer and require more documentation than the lender suggests. Expect that the “short list” of documents grows into a long one and build that padding into your timeline.
Also understand the type of lender you are working with. Some can approve loans locally. Others must send everything up the chain for sign off, which adds more delay. If you are competing with a buyer that has cash on hand, your slower funding path is a disadvantage unless you compensate in other ways.
The key is simple: do not surprise the seller with how your financing works, or with the time it will take.
Many first time buyers approach their first deal with a “let’s just start asking questions” mindset. It feels flexible. But to a seller it looks disorganized and undermines confidence.
You are far better off with an agreed process and checklist that you use on every deal. At a minimum, split your questions into clear workstreams:
Start with the deal killers. Examples that often decide whether a deal is viable at all:
In most IT services deals, financial issues are the ones that truly kill transactions. Operational and technical issues tend to influence how you structure the deal, not whether you do it at all. So it usually makes sense to start with the financials questions first.
Before you send offers, be able to explain on paper why a particular opportunity makes sense for you. That narrative should cover:
Sharing that story alongside your offer gives the seller confidence that you are not just chasing assets.
You also need hard boundaries. For example:
If you are not clear on these questions, you risk getting deep into a process only to realize the opportunity never really fit your model. That is frustrating for everyone involved.
In most MSP mergers, it is common to see the majority paid at closing, with the balance spread across an earn out or a seller’s note. Sellers naturally worry about ever seeing that second piece, so you need to define:
Another helpful practice is agreeing on formulas that handle change between LOI and closing. If a major customer leaves or a major new account is signed during diligence, you do not want to renegotiate from scratch. You want to apply a pre agreed mechanism that is fair for both parties.
Even a healthy deal has a clock on it. If you agreed to close in 60 days and you are still haggling on day 65, frustration starts to creep in.
Momentum is often what decides who wins a competitive process. When a seller has multiple similar offers, the buyer who moves first, responds quickly, and keeps energy in the process often wins, even at the same or slightly lower price.
On a practical level, that means:
Silence kills trust. If the seller can see documents sitting untouched in the data room and hears nothing from you, they will start to assume the worst.
Acquisitions in IT services are personal. Owners often feel a deep responsibility for their teams and clients. They care about who takes over.
You can reduce a lot of anxiety by:
This rapport only really proves its value when something goes wrong. If you have put the time in upfront, both sides are far more likely to work through surprises together instead of walking away.
Also watch out for overzealous advisors. Some attorneys rewrite agreements so heavily that the other side questions whether you genuinely want a deal. Remember that they are paid to remove risk, not to get the transaction done. You need to manage that balance.
What you do after closing is still part of the deal. If you walk in on day one and raise prices, tighten SLAs, change processes, and reorganize teams, you will almost certainly trigger churn.
A better approach is to “rock the boat” as little as possible at first. Coordinate with the seller on timing and communication. Prioritize continuity of service.
If staff feel aligned with your culture and fairly treated, they are far more likely to keep delivering the level of service that keeps customers loyal. If they are unhappy, that frustration shows up in response times, attitude, and ultimately in lost accounts.
Before you pursue MSP M&A opportunities in earnest, line up:
On the sourcing side, combine several channels: targeted outreach, monitoring listings (like ours), peer groups where members share opportunities, and industry events where you can build relationships over time.
Acquisitions can be one of the most powerful growth tools for an IT services company, but only if you handle the details with discipline and respect. Get your financing clear, lead with a repeatable process, align early on structure and risk, protect momentum, and treat trust as a core asset.If you want to go deeper on the nuances behind these points, set aside some time to watch the full discussion on YouTube: https://www.youtube.com/watch?v=cqYhk9H92Gg&feature=youtu.be
Managed Service Providers (MSPs) are constantly looking for ways to grow and remain competitive. While organic growth will always be an important goal, there are challenges as it requires significant time, marketing spend, and operational effort. That’s why more MSPs are exploring Mergers & Acquisitions (M&A) as a strategic alternative or supplement to organic growth.
Many MSP owners assume acquisitions are only for the big players, but that’s not true. MSP mergers and acquisitions happen at nearly every size level, even for small regional firms valued under $500,000. Some sellers are motivated by retirement, health, or personal reasons, and may be open to flexible deal structures.
One great way to begin exploring MSP acquisition opportunities is to join our weekly email list of IT services businesses for sale. These listings range in size and specialization, and while company names are kept confidential for privacy, you can access full information by signing an NDA. There’s no cost to join the list, and even if you’re not ready to acquire now, it helps you get a feel for the market, pricing, and potential fits. Join here: https://www.thehostbroker.com/register/
We hosted a detailed webinar titled “M&A for MSPs as an Option for Growth” where we walked through these strategies, real-world examples, and answered audience questions. Watch the webinar here: M&A for MSPs as an Option for Growth Webinar
If you’re thinking about selling your MSP one day, or even just want to build a stronger and more profitable company, basic bookkeeping isn’t ideal. Buyers want clarity. They want to know where your revenue comes from, how profitable each of your services are, and whether your cash flow is predictable. Messy or incomplete financials can hurt your valuation and even scare buyers away.
Think of your finances like a flywheel. Once you get it moving, momentum builds and everything starts working together to make your business stronger and more appealing to buyers. There are five core parts to focus on:
You can’t make good decisions with outdated or inaccurate numbers. Having access to clean, up-to-date financial data puts you in control to:
If clients are constantly paying late, you end up funding their operations instead of focusing on your own growth. But predictable cash flow isn’t just good for operations. It also makes your MSP more attractive to buyers since they want confidence that revenue comes in on time. If you’re thinking of selling your MSP in the future, you should implement clear and consistent billing practices. For example:
In a buyer’s eyes, not all revenue is equal. Software, hardware, projects, and managed services each have different margins. Most buyers hold recurring managed services revenue in the highest regard. If you lump everything into one bucket, you lose the ability to demonstrate to buyers which services are driving profit, and how much revenue is monthly recurring.
A structured chart of accounts helps you:
Closing your books on time every month builds credibility and eliminates surprises. A consistent monthly close process ensures your financials are accurate and ready when buyers or lenders ask for updates.
Best practices include:
Once your foundation is solid, you can shift from looking backward to planning ahead. Forecasting cash flow, revenue, and expenses gives you the confidence to make smarter growth decisions.
Forward-looking planning helps you:
When you put these five pieces together, your finance flywheel starts to gain momentum. Clean data leads to better decision making, which improves cash flow and profitability, which makes your MSP more attractive to buyers.
For MSP owners considering an exit, getting your financials in shape isn’t just about running a tight ship. It’s about creating a business that commands attention and earns top value when the time comes.
Want to dive deeper into these strategies? Watch our full webinar replay with the Finance Flywheel’s creator Paul McCann here: MSP Accounting: The Finance Flywheel
If you’re considering selling your MSP, we can help. From preparing your financials to positioning your business for maximum value, our team specializes in helping IT service providers navigate successful exits.
Contact us today to talk about your goals and find out how we can help you prepare for a profitable sale.
If you’re looking to grow your MSP or position it for a future sale, there’s one thing that can significantly increase your value in the eyes of potential buyers: a well-structured vCIO (Virtual Chief Information Officer) program.
For many MSPs, the vCIO role gets overlooked, misunderstood, or confused with basic account management. But done right, it can transform client relationships, boost profitability, and make your business far more attractive to buyers.
In this article, we’ll break down what a true vCIO program looks like, why it matters for your bottom line, and how it can help future-proof your MSP.
Many MSPs claim to have a vCIO, but in reality, what they’ve built is closer to a Technical Account Manager (TAM) role. These roles often focus on troubleshooting issues, managing tickets, and occasionally pitching products.
The problem? That approach doesn’t deliver the strategic value clients expect from a true vCIO.
A proper vCIO shouldn’t just manage day-to-day technical issues. Their job is to:
When the vCIO role is treated as strategic instead of transactional, MSPs unlock better client retention, stronger trust, and higher-value relationships.
A well-executed vCIO program isn’t just about better client relationships. It directly impacts financial performance:
Bottom line: vCIO-driven MSPs tend to operate at a higher operational maturity level, which leads to stronger EBITDA and more predictable growth.
If selling your MSP is on the horizon, a strong vCIO program can make a huge difference in valuation.
Buyers today don’t just want to see your ConnectWise dashboards or ticket closure rates. They care about long-term client relationships and strategic alignment. A well-documented vCIO program shows:
This last point is especially important. If clients only trust the owner, buyers see risk. A strong vCIO program creates transferable relationships, making your MSP more attractive and less dependent on you.
If you want to make your MSP more valuable and scalable, here are a few steps to focus on:
Your vCIO isn’t just an engineer or account manager. Choose someone who can speak to business leaders, understand growth strategies, and bridge the gap between technology and business outcomes.
Not every client needs the same level of vCIO engagement. Segment them based on factors like tech maturity, business size, and strategic needs. Some may need quarterly meetings, while others only require annual check-ins.
Move beyond patch reports and ticket stats. Your QBRs should focus on budgets, risk reduction, compliance, and growth opportunities that directly impact the client’s business.
It’s tough, but sometimes the best way to scale your vCIO program is to fire clients who don’t value strategic guidance. This frees up capacity to focus on clients who see IT as an investment, not just a cost.
A mature vCIO program creates happier clients, higher margins, and a more attractive business for future buyers. It helps MSPs:
In a competitive MSP market, this is the kind of differentiation that matters.
If you want to grow your MSP or maximize its value before selling, investing in a structured vCIO program is one of the smartest moves you can make. It strengthens client relationships, improves financial performance, and positions your business as a true strategic partner.
Want to see a deeper dive into this topic? Watch the full webinar replay here: Watch Now
Ready to Grow Your MSP?
If you want help attracting buyers, improving client relationships, or marketing your MSP more effectively, we can help.
Contact us today and let’s talk about how we can position your MSP for faster growth and higher valuation.
When it comes to selling your Managed Service Provider (MSP) business, first impressions are everything. And we’re not just talking about your website or the way you present your company to prospective buyers. The real first impression is made by the state of your internal systems, processes, and data.
Your Professional Services Automation (PSA) platform is at the heart of this. A well-organized PSA doesn’t just make your team more efficient; it makes your entire business easier to evaluate, transition, and integrate after a sale. In short, a clean PSA signals to buyers that you run a tight ship, which can directly boost your business valuation.
We hosted a webinar, Optimizing Your PSA for Acquisition Readiness, where PSA optimization consultant Monica Ozaruk walked through PSA optimization tips with real world examples. Watch it here. Here are five recommendations from the webinar.
Your PSA (or CRM) should be the single source of truth for your sales team. However, many pipelines suffer from “deal bloat,” with old, stale opportunities that inflate your forecast and make your sales process look disorganized.
Recommendation: Regularly filter for past-due close dates, identify ghost deals, and archive them. Consider using an “Admin Close” status to clean up old opportunities without marking them as lost.
While many MSPs don’t carry much inventory, it’s becoming more common to accumulate shelves full of hardware like firewalls, switches, and other devices. Untracked inventory ties up cash flow and makes your financials less transparent to buyers.
Recommendation: Record inventory as an asset in your accounting system and align it with your PSA data. For hardware-heavy projects, consider down-payment invoicing to cover upfront costs.
Waiting until a project is 100% complete to bill for all the labor can choke your cash flow and increase your risk if a client delays payment.
Recommendation: Use progress invoicing and bill monthly for any active project work. This creates steady cash flow and reduces exposure to unpaid invoices. Make sure your contracts allow for interim billing and clearly define scope.
Over time, your PSA can become cluttered with unused boards, statuses, automations, and workflow rules. In an acquisition, a messy PSA makes migration harder and reduces operational clarity for a buyer.
Recommendation: Conduct an internal audit to remove or consolidate unused elements. Organize workflows by verticals or service lines so they can be easily “lifted out” during a partial or full sale.
Even with great SOPs, things can fall apart in the hand-offs between departments. Without clear accountability, deals can stall between sales, operations, and finance, which hurts both cash flow and buyer confidence.
Recommendation: Document a “quote-to-cash” process showing exactly who owns each stage, from signed quote to final invoice. This demonstrates operational maturity to buyers and speeds up the due diligence process.
Buyers look for businesses that are easy to understand, operate, and integrate. A clean PSA with accurate data demonstrates that your MSP is well-managed, financially healthy, and ready for a smooth transition, which can directly boost your valuation.
Thinking about selling your MSP?
Contact us today for a free, confidential valuation and expert guidance through the selling process.
If you’re running a Managed Services Provider (MSP), you’re probably juggling a lot: keeping clients happy, tackling IT hiccups, and, of course, boosting that monthly recurring revenue. Today’s blog discusses one crucial area that many busy MSP owners tend to overlook: formal customer contracts. This is one aspect that can seriously impact your business, particularly when you’re thinking about selling.
We recently hosted a webinar with ITagree’s Anne Hall discussing exactly why customer contracts matter so much when selling your MSP.
Watch the full webinar here: Why Should MSPs Have Customer Contracts?
A sizable proportion of MSPs that end up on the market don’t have formal contracts in place. While it’s not an automatic deal-breaker, it will lead to a lower valuation or a less favorable payout structure.
Think about it from a buyer’s perspective: no contracts mean more risk for them. The likely outcome? They’ll push for an earn-out, a holdback, or some other performance-based contingency to mitigate the risk. This means you’ll probably get paid a larger proportion of the valuation paid over time rather than upfront, and only if your clients stick around.
Beyond selling, contracts are your shield, protecting your revenue before an exit. They clearly define the services included, help prevent scope creep, and reduce revenue leakage from clients expecting free work that wasn’t part of the original agreement. Adding this otherwise missed revenue ultimately does come in handy when it comes time to sell your business.
Anne Hall shared some critical elements every MSP contract should include:
Watch the full webinar here: Why Should MSPs Have Customer Contracts?
We help MSPs prepare for and execute successful exits—from valuation to closing. Contact us to discuss your goals in confidence.
Ever feel like valuing a Managed Service Provider (MSP) is like staring into a black box? The profit and loss statement might not actually reflect what a business is truly worth. Whether you’re considering an exit or looking to grow through acquisition, there’s one key financial metric you absolutely need to understand: Adjusted EBITDA.
In this post, we’ll pull back the curtain on what Adjusted EBITDA is, why it’s important for MSPs, how to calculate it properly, and how it impacts valuation.
EBITDA of course stands for Earnings Before Interest, Taxes, Depreciation, and Amortization. Adjusted EBITDA goes a step further by normalizing earnings to reflect the real, ongoing profitability of your business by removing personal expenses, one-time costs, or income/expenses that wouldn’t carry over to a buyer. In short, it estimates what a new owner could reasonably expect to earn post-acquisition.
A multiple of Adjusted EBITDA is the most widely used metric in MSP valuations. The biggest factor influencing the multiple is how much top line revenue there is. For instance, a small, solo MSP generating low six figures might trade at roughly 2x Adjusted EBITDA. But a larger MSP with $10M+ in revenue could see a multiples as high as 8–10x. Here are some other factors which influence the multiple:
When you’re crunching the numbers for Adjusted EBITDA, the main goal is to adjust the P&L to reflect which revenues/expects a buyer would actually inherit. Here’s a breakdown of what might typically get adjusted:
These are costs the seller incurred that a buyer wouldn’t expect to absorb.
These are income items that aren’t part of the core, ongoing operations of an MSP.
It’s in the seller’s interest to maximize Adjusted EBITDA to boost their valuation. But it’s important for sellers to be reasonable, because inflating add-backs or being overly aggressive with your adjustments can backfire. Buyers will scrutinize add backs, and if a seller’s add backs are unreasonable, it can seriously damage trust and potentially even derail a deal.
We hosted a webinar titled ‘How to Calculate Adjusted EBITDA for MSPs’ that walks you through the methodology using a fictitious MSP’s P&L and discusses the impact on valuation.
Watch the webinar here: YouTube – How to Calculate Adjusted EBITDA for MSPs
Thinking about selling your MSP?
We’ve helped hundreds of IT service providers navigate the sale process successfully, from valuation to closing. If you’d like a confidential conversation or a free evaluation, contact us.
Thinking about expanding your tech empire or making your first foray into the world of Managed Service Providers (MSPs)? You’re in good company! The MSP market is buzzing with opportunity, but navigating your first acquisition can feel like charting unknown waters. This post is your compass, offering insights into what makes a successful MSP purchase and how to avoid common pitfalls.
For years, the recurring revenue models of IT services were often misunderstood by the broader financial world. But times have changed! Lenders and investors now recognize the immense value and stability within the MSP sector, making it an attractive space for both seasoned entrepreneurs and newcomers looking to grow.
However, with this increased interest comes a competitive landscape. There are significantly more buyers than sellers, which means you need to stand out from the crowd. It’s not just about offering the highest price; it’s also about building trust and demonstrating a clear vision for the future of the acquired company.
So, what does it take to make a smooth and successful acquisition? Here are some critical elements:
One of the biggest stumbling blocks for potential buyers is a lack of a defined process. Approaching an acquisition without professional advisors (think CPAs and attorneys specializing in M&A) and a comprehensive due diligence list can quickly erode a seller’s confidence. Having a structured approach signals seriousness and professionalism.
Acquisitions are often deeply personal for sellers who have poured their heart and soul into building their business. Many deals fall apart not because of price, but because of a breakdown in trust. Be transparent about your financing, your intentions, and any contingencies. Show the seller that you genuinely care about their “baby” – their customers and employees. Often, sellers prioritize the well-being of their team and clients even over the highest offer.
This is a golden rule in M&A: “time kills all deals.” Delays can lead to buyer or seller fatigue, and ultimately, a loss of momentum and trust. Remember, both parties are likely managing their existing businesses while trying to navigate the complexities of an acquisition. Efficiency and responsiveness are key to keeping the process moving forward.
While the financial offer is important, many sellers are looking for more than just money. They want assurance that their legacy, their customers, and their employees will be well-cared for under new ownership. Demonstrating your commitment to their success post-acquisition can be a powerful differentiator.
Acquiring your first MSP is a significant step, but with the right approach and a clear understanding of the market dynamics, it can be an incredibly rewarding venture.
We recently hosted a webinar that delved deeper into these very topics, offering actionable advice and real-world insights into the MSP acquisition journey. Watch it here.
Need expert guidance in buying an MSP? Contact us today! We publish an updated list of available MSPs each week to help you find your perfect match.