This question comes back in every company that has passed a dozen or so computers: hire an admin, hand IT over to an outside team, or leave things as they are and call a friend. This page is about choosing the model, not another list of services. The day to day scope we describe under IT support on a retainer, and the first line under the helpdesk.
We have no interest in talking everybody into a retainer. With three computers and a printer a good shop and a service number will do, and we say that in the first conversation. Outside support starts paying off when one day of downtime costs more than a month of care.
A conversation about IT support almost always turns into a comparison with hiring, so we give figures that can be checked rather than generalities about savings.
The median pay of an IT admin in Poland is PLN 10,350 gross and of a support specialist PLN 7,590 (national pay survey, January 2026). Employer contributions add 20.48 percent, so an admin costs the company around PLN 12,500 a month before you count hardware, training and tools.
On top of that come 26 days of leave, sick days and training. On those days somebody has to hold the passwords, reach the server room and know what to do when mail goes down. Companies with a single admin usually just wait for them to come back.
The most expensive moment is the resignation. Along with the person goes the map of the environment, the history of decisions and half the passwords, because documentation is always written next month. Rebuilding that takes a newcomer a quarter.
None of this makes hiring a bad idea. Your own person on site knows the people, knows which chart in the production system matters and settles a case before anybody files a request. Above fifty workstations they are usually irreplaceable. The point is that one person will not cover servers, network, backups, security and printers at the same time, so the real question is not whether to hire or outsource but who takes what.
Each makes sense at a different company size and level of risk. Below is what we see at clients, drawbacks included.
Somebody is on site every day and knows the company from the inside. The cost is fixed whether the month was quiet or not, and the skills end where that one person experience ends.
A team runs the whole of IT for a fixed fee: requests, servers, backups and security. There is no single person sitting in the office, so matters needing hands on site are booked as a visit.
Your admin stays with the people and the hardware, we take servers, backups, security and the nights. The commonest arrangement in companies that already have one person and can see they are running out of hours.
You pay only for work done, with no standing fee. It works with a few computers and stops working once backups and updates need watching, because nobody looks at the environment between one call and the next.
If you do not know where you stand, we start with a review of the environment and propose a model only after it. It happens that the review ends with a recommendation to hire your own person and narrow our scope, because that works out cheaper for the client.
Six areas we take over in whole or in part, depending on the model you choose.
The first line: computers, mail, passwords, printers and the equipment that stopped working this morning. One place for requests instead of calls to whoever picks up.
Running the machines, the virtualisation and the network along with monitoring that speaks up before the user does. Updates are planned outside working hours.
Backup is the one area where it is not enough that something is switched on. We test restores, because only a successful restore proves the copy exists.
Accounts, permissions, two factor sign in and order when somebody leaves. This is where we most often find a backlog, because it bothers nobody until it bites.
Microsoft 365, Google Workspace and teamwork tools: accounts, permissions, licences and order in the files, rather than adding yet another platform.
Every so often we count the licences, subscriptions and hardware still being paid for although nobody uses them. That is usually the first money a client gets back.
What we do not do: we will not write your trading system or stand in for its maker. With industry software we are the party that talks to the supplier and makes sure it runs on your infrastructure, and that is all we honestly promise. Which program is irreplaceable for you and when it must not be touched we establish at the outset; that is one of the four differentiating questions we start from whatever the company profile.
We set the fee after a review, because it depends on the number of workstations, the servers and how much of it has been neglected. The orders of magnitude look like this.
Usually a retainer from PLN 2,500 a month with nobody on the payroll. At that scale a separate admin would cost four to five times more and would have nothing to do half the time.
The commonest point at which a company considers its first hire. The retainer still works out cheaper, but somebody on site starts being missed, so we add regular visits to the office.
Here we usually propose the mixed model: your person on site plus our team for servers, backups and security. It comes out cheaper than two posts and with no gap during leave.
The initial review is free and ends with a list of things to fix along with a price. There is no fee for preparing the offer and no obligation to sign, and you keep the list even if you choose somebody else. The whole route from the first email to a quote, with a deadline for each step, is described on the contact page.
The first month is mostly tidying up what we found. Only then is it clear how much work remains on an ongoing basis.
We look at servers, network, backups, accounts and licences. The result is a list of risks ordered by what will stop the company soonest, not by what is easiest to sell.
We set up the request channel, take over administrative accounts and record the passwords in one controlled place. Owner accounts stay on your side so that changing supplier is never held hostage.
We fix what is urgent on the list: most often backups with no restore test, accounts of former employees and missing updates. The rest goes into a plan for the following months.
Day to day requests, monitoring and a quarterly review with a report: what happened, what changed, what is worth putting in the budget. Without the report, care turns into firefighting.
Each has its own moment when IT simply has to work: the month end close, a court deadline or a changeover on the line.
The pages the conversation moves to once the model is chosen.
The retainer starts at PLN 2,500 a month and we set the exact fee after a review, because it depends on the number of workstations, the servers and the state of the environment. For comparison, an in house IT admin at the median of PLN 10,350 gross costs the company around PLN 12,500 a month once employer contributions are added.
Up to roughly fifty workstations it usually will and companies do not feel the absence. Above that scale somebody on site helps, because some matters are settled faster by walking to a desk than by filing a request. We then propose the mixed model rather than arguing against hiring.
It does if that person is the bottleneck or is left alone with servers, backups and security. We then take the areas that need cover and specialist knowledge, and your person stays with the people and the hardware. They also finally get cover for their leave.
To critical failures, meaning the ones that stop the company working, we respond within 30 minutes, and within 15 on the Enterprise package. Most ordinary requests we close the same day and remotely. The response times are written into the contract, not only onto a web page.
No. The contract carries one month notice, and the owner accounts and the documentation of the environment stay on your side throughout. If the arrangement stops working, leaving does not mean rebuilding the knowledge from scratch.
Yes, and that is the typical situation rather than the exception. The first week is precisely about rebuilding the picture of the environment: what stands where, who holds which access and which backups actually run. The documentation is written as we work and belongs to you.
The helpdesk is the first line, meaning taking in and closing requests from staff. Round the clock cover is readiness outside working hours, needed where something runs at night. IT support for companies is the broader term: the whole arrangement of care over the environment, with the helpdesk as one of its parts.
The first meeting takes 30 minutes and commits you to nothing. We will tell you straight whether we can help and what we would propose.
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