The same problems keep coming back
Tickets get closed but the cause never gets fixed: the same Wi-Fi drop, the same Outlook crash, the same slow server.
Provider switch guide
When to switch MSPs
Switch when the same problems keep coming back, nobody can show you your own security status, or your provider will not hand over documentation and admin access. One bad ticket is not a reason. A pattern over three to six months is. Before you give notice, get your own admin credentials and read your contract.
By the Velocity Technologies team · Last updated October 2026
What are the signs it is time to switch?
Look for patterns, not single bad days.
You cannot see your security status
Nobody can tell you which accounts lack MFA, which laptops are unencrypted or when a backup was last restored.
You do not hold your own passwords
The provider keeps every admin credential and gets defensive when you ask for them.
Planning only happens in emergencies
Hardware and license decisions come up when something fails, not in a scheduled review.
Response does not match the contract
Urgent issues wait, after-hours calls go to voicemail, or invoices include work you thought was covered.
Nobody owns your account
Answers are vague, reports are generic, and you talk to someone new every time.
What should you do before you give notice?
Read the contract
Find the term, renewal date, cancellation notice period and any termination fees. Many contracts renew automatically.
Confirm what you own
Your domain registration, DNS, Microsoft 365 tenant, firewall, backup accounts and software licenses should be in the company’s name.
Get admin access now
Ask in writing for a global admin account in Microsoft 365 and admin access to the firewall and backup console before the relationship changes.
Request documentation
Network diagrams, a password vault export, the asset list, vendor contacts and any configuration backups the contract entitles you to.
How do you switch without downtime?
Overlap the providers
Plan a short overlap so the new provider has access and monitoring in place before the old one leaves.
Keep the old backups until the new ones work
Do not remove the old backup until the new one has completed and restored a test file.
Rotate credentials after cutover
Change admin passwords and remove the old provider’s accounts and remote tools once the new provider is in.
Tell your staff
Give employees the new help desk number and tell them what to expect in the first week.
What does switching to Velocity cost?
Expect the new monthly rate plus a one-time onboarding cost.
Monthly rate
$185 per user per month for 1-10 users, $165 for 11-25, $150 for 26-50 and $140 for 51-100. Organizations over 100 users are scoped individually.
Transition adjustment
Moving from another MSP adds 5 percent to the quote calculator estimate.
Onboarding
A one-time onboarding cost, estimated separately by the quote calculator and confirmed after the assessment.
Related services
Checklist
Work through this list before the assessment call
- List the problems that keep returning and when they happened.
- Find the contract term, renewal date and notice period.
- Confirm the domain, DNS, Microsoft 365, firewall and backups are in the company’s name.
- Get your own admin credentials in writing.
- Request network documentation and the asset list.
- Book an assessment before you give notice.
FAQ
Questions about this guide
Should we tell our current MSP before talking to others?
You do not have to. Many companies review the contract, secure their own admin access and complete an outside assessment first, so the conversation rests on facts.
What is the riskiest part of switching MSPs?
Access. If the old provider holds the only admin credentials for the domain, Microsoft 365, the firewall or backups, a bad exit can lock you out. Secure those before giving notice.
Can Velocity take over if documentation is missing?
Yes. Missing documentation is common. We rebuild the inventory during onboarding and flag anything we cannot verify.
Can we leave in the middle of a contract?
Check the termination clause. Some contracts allow an exit for cause when the provider misses agreed service levels, and others charge for the remaining term. Document missed commitments in writing before you raise it.
Will switching providers cause downtime?
It should not. With an overlap period and backups confirmed before cutover, most staff only notice a new help desk number.
How long does a switch take?
Plan on about a month from signed agreement to full handover. Help desk support usually starts in the first week, and documentation and the first roadmap follow by the end of the month.
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