I see way too many MSPs trying to scale with the IT equivalent of a junk drawer. You know what I’m talking about—17 different tools duct-taped together, none of them talking to each other, and everyone on your team wasting time learning how to use five different platforms that all kind of do the same thing. It’s inefficient, unscalable, and expensive. And if you’re running your MSP like that, you’re playing with fire.
So let’s talk about what you really need. Not 17 tools. Not even 10. Just five critical tools that lay the foundation for a legitimate, profitable and scalable managed services business.
Why Simplification Isn’t Optional—It’s Profit Protection
First, let’s be clear: your biggest costs as an MSP are labor and software. And complexity—too many tools, too many processes, too much duplication—eats into both. If you want to scale, you’ve got to simplify.
We made this shift at Vector Choice when we went from $3.5 million to over $13 million. Simplifying our tech stack was non-negotiable. Not only did it lower our COGS, but it made onboarding new techs faster and service delivery more consistent. More profit, fewer headaches.
The Five Critical Tools Every MSP Must Have
1. PSA (Professional Services Automation)
This is non-negotiable. If you’re still managing client tickets through email or Outlook folders, stop. Your PSA is the system of record for everything: tickets, time tracking, contracts, billing—you name it. We use AutoTask, but ConnectWise and Kaseya’s BMS are also common. Pick one that integrates well with your other tools and stick with it.
Pro Tip: Your PSA is NOT your CRM. Stop trying to force it to be.
2. RMM (Remote Monitoring and Management)
If you’re not remotely monitoring and managing endpoints, you’re not an MSP—you’re a glorified help desk. We use Enable for its scripting power and integrations, but again, use what fits. The key here is to stop chasing shiny objects and look at integration, automation and scalability. Don’t pick tools you’ll outgrow in six months.
3. Endpoint Protection (EDR/AV)
You must be delivering enterprise-grade endpoint protection. That means something in the Gartner Magic Quadrant, not free AVG or consumer-level junk. We like Coro right now because it pulls multiple security layers into a single dashboard and integrates well, but SentinelOne, CrowdStrike, Sophos and paid Microsoft Defender are all solid.
4. Backup (And Recovery)
Backups aren’t optional. Neither is being able to recover. That means both cloud and local options, image-based backups and ideally, a BDR (backup and disaster recovery) appliance that can virtualize instantly. We use Enable’s Cove and Datto for BDR, depending on the client. Pick one system that can meet 90% of your needs and stick with it.
Hot tip: Most backup failures happen because of BitLocker and poor key management. Don’t ignore this.
5. Documentation
You cannot scale without solid documentation. Period. IT Glue, IT Boost, Hoodoo—pick your poison. But it has to be searchable, secure and support knowledge base articles, vendor contacts, network configurations, passwords and more. This is the only way to onboard new techs quickly and ensure quality support.
Bonus: Choose a documentation platform that lets you generate runbooks for easy client offboarding. It’s the right thing to do and makes transitions smooth—even if they’re leaving.
The Three Essential (But Not Quite Critical) Tools
Once you’ve got the Big Five nailed down, add these:
1. Quoting Tool
Quick, professional proposals make you money. Clunky, late ones cost you deals. We’ve used ConnectWise Sell, QuoteWerks and now Quoter for the integrations. Use what plugs into your stack, syncs with distributors and makes quoting effortless.
2. Accounting + Billing/Payment Automation
If you’re still mailing invoices and waiting for checks, you’re doing it wrong. We use QuickBooks Online, integrated with ConnectBooster to automate payments and improve cash flow. Billing mistakes are one of the fastest ways to erode trust and lose clients. Automate it.
3. CRM
Yes, we recommend MAP by TMT. Why? Because it’s already built with campaigns, QBR automation, and proven sales workflows. It’s designed for MSPs, not for car dealerships. And it integrates with your sales process without needing a full-time admin to manage it.
What About Cybersecurity?
If you’re not offering at least basic endpoint protection, backups, and MFA, you’re behind. But once your core stack is locked down, you can build out a more advanced security stack with:
- DNS filtering
- Next-gen firewalls
- Password managers
- Security awareness training
- SOC/SIEM services
- M365/email backup
- Zero Trust and conditional access
And then package it up into a managed security offering with 60–70% margins—like a pro.
Final Word: Don’t Let Tools Run Your Business
Every time your company triples, your stack will break. That’s normal. Expect it. But start with tools that will grow with you, not ones you’ll rip and replace every time you hire a tech. Keep your branding generic (“endpoint protection,” not “SentinelOne”) so you can swap vendors when needed.
You don’t need 17 tools—you need five that work, integrate, and help you scale without killing your margins. Focus, simplify and build a tech stack that supports the business you want to have, not the mess you’re currently managing.
