Top 5 SaaS Backup Solutions for MSPs

Many businesses operate under the misconception that their SaaS providers (like Microsoft 365 or Google Workspace) fully protect their data from all threats.

While these platforms offer robust infrastructure and some level of data redundancy, they do not protect against accidental deletion, ransomware, or insider threats. They typically operate under a shared-responsibility model, with the user ultimately responsible for their data.

We analyzed the top solutions and the essential aspects of selecting a SaaS backup solution:

Differentiating features

Vendor analysis

1. NinjaOne SaaS Backup

NinjaOne integrates SaaS backup (powered by Spin.ai technology) directly into its unified RMM platform, creating a single solution for MSPs and IT departments.

• Pros:
  • Proactive AI security: Actively scanning M365 and Google Workspace for ransomware, notifying admins, and automatically blocking the attack source.
  • Single platform: Manage endpoints, patches, backups, and tickets from one platform. No context switching, no separate logins.
• Cons:
  • No Salesforce backup: Focused exclusively on M365 and Google Workspace.

Choose NinjaOne SaaS Backup for a unified platform that allows you to manage endpoint, server, and SaaS backups.

2. Spanning Backup

Spanning has been a SaaS backup solution for years, and its acquisition by Kaseya has strengthened its MSP focus.

• Pros:
  • Broad SaaS support: Offers comprehensive backup for Microsoft 365, Google Workspace, and Salesforce.
  • MSP-centric multi-tenant portal: Manage all clients from a centralized dashboard with role-based access control and cross-client reporting.
  • Kaseya ecosystem integration: Integrates with Kaseya VSA (RMM) and BMS (PSA) for unified billing, ticketing, and client management.
• Cons:
  • Less focus on proactive security: While it offers Dark Web Monitoring, it lacks the deep, AI-driven ransomware scanning of NinjaOne or Rubrik.

3. AvePoint Cloud Backup

AvePoint is offering an enterprise-grade solution with functionality and flexibility for MSPs managing complex client environments. It’s a comprehensive solution that supports M365, Google Workspace, Salesforce, and Microsoft Dynamics 365, as well as Azure AD, Azure VMs, and other platforms.

• Pros:
  • Microsoft ecosystem support: Offers comprehensive backup for M365, Salesforce, and Microsoft Dynamics 365.
  • Flexible storage options: Choose between AvePoint’s bundled Azure storage or bring-your-own-storage (BYOS) for clients with specific compliance needs.
  • Advanced recovery: Granular controls, robust reporting, and advanced eDiscovery tools.
  • Advanced security & compliance: SOC 2 Type II, ISO 27001, HIPAA, and GDPR compliant with immutable backups and legal hold capabilities.
• Cons:
  • Complexity: The sheer number of features may require a steeper learning curve compared to simpler tools.

4. Acronis Cyber Protect Cloud

Acronis is an all-in-one cyber protection platform that combines SaaS backup, disaster recovery, anti-malware, and endpoint security in a single solution. 

• Pros:
  • Broad platform support: Backs up M365, Google Workspace, Salesforce, Microsoft Dynamics 365, physical servers, VMs, endpoints, and more.
  • Integrated cyber protection: Combines backup with next-gen antivirus, anti-malware, vulnerability assessments, and patch management.
  • AI-powered threat detection: Proactive ransomware detection and automated response capabilities.
  • Flexible storage: Choose between bundled Acronis Cloud Storage or BYOS (AWS, Azure, on-prem).
  • MSP-optimized portal: Multi-tenant dashboard with white-label branding, automated billing integration, and comprehensive reporting.
• Cons:
  • Cost: The all-in-one approach can make it one of the more expensive options, especially if clients don’t need the full suite.

5. Datto SaaS Protection (Kaseya)

Datto SaaS Protection is sold exclusively through the MSP channel and is purposefully built for multi-tenant management. 

• Pros:
  • MSP-centric: Designed for MSPs to manage hundreds of clients from one portal easily.
  • Unlimited storage: Per-user pricing includes unlimited backup storage and retention.
• Cons:
  • No Salesforce or Dynamics 365: Limited to M365 and Google Workspace, which may not cover all client needs.
  • Less advanced security: Lacks proactive ransomware scanning and AI-driven threat detection.

Why SaaS backup is essential?

Despite the advanced features of cloud email providers, several scenarios can lead to data loss or inaccessibility:

• Accidental deletion: The most common cause of data loss. Users permanently delete emails, files, or entire mailboxes without realizing retention limits.
• Malicious deletion/Insider threats: Disgruntled employees or compromised accounts can intentionally delete critical data.
• Ransomware and malware: While email providers have defenses, sophisticated attacks can still compromise mailboxes, encrypt data, or delete it.
• Compliance and legal hold: Organizations need to retain email data for specific periods to meet regulatory requirements (e.g., HIPAA, GDPR, FINRA). Native retention policies can be complex and may not cover all scenarios.
• Migration errors: When migrating between tenants or platforms, data can be lost or corrupted.

Common features

Regardless of the vendor, robust SaaS email backup solutions typically offer a core set of features:

• Automated backups: Scheduled, regular backups (daily, multiple times a day) ensure data is continuously protected.
• Granular recovery: The ability to restore individual emails, folders, mailboxes, or even entire accounts.
• Point-in-time recovery: Restore data to a specific historical moment, crucial for recovering from ransomware or accidental deletion.
• Unlimited storage/Retention: Many solutions offer unlimited storage and/or long-term retention policies.
• Search and eDiscovery: Powerful search capabilities to quickly find specific emails for legal or compliance purposes.
• Secure storage: Encrypted backups (in transit and at rest) stored in geographically diverse data centers.
• Self-service restore: Allows end users or IT administrators to initiate restores without vendor intervention.
• Reporting and monitoring: Dashboards and alerts to track backup status, success rates, and potential issues.
• eDiscovery & Search: A powerful search tool to find specific items across all backed-up accounts for legal or compliance needs.

Differentiating features

• Backup frequency & RPO (Recovery Point Objective): How often data is backed up. Some offer continuous backup or persistent snapshots (e.g., every 5 minutes), leading to a lower RPO.
• Multi-platform support: Backup for various SaaS applications beyond just email (e.g., OneDrive, SharePoint, Google Drive, Teams).
• RTO (Recovery Time Objective): How quickly you can restore data. Some solutions offer near-instantaneous recovery, while others may require longer processing times for large data sets.
• Security & Compliance certifications: Beyond basic encryption, certifications like SOC 2 Type II, ISO 27001, HIPAA compliance, etc.
• Advanced eDiscovery features:
  • Legal hold: Preserve data indefinitely for litigation.
  • Immutable backups: Cannot be altered or deleted by anyone, including administrators.
  • Chain of custody: Audit trails proving data integrity.
  • Advanced search filters: Complex queries across massive datasets.
• Immutability: Ensures backups cannot be altered or deleted by anyone, including administrators, protecting against ransomware.
• Storage model:
  • Bundled/Unlimited: A simple per-user price that includes all storage. This is a predictable and easy-to-budget expense.
  • Bring-Your-Own-Storage (BYOS): You pay the vendor a license fee, then pay a separate cloud provider (like Amazon AWS or Microsoft Azure) for the storage you use. This can be flexible, but makes costs variable.

Multi-tenant management & Integration: What MSPs need?

Managing dozens or hundreds of clients requires purpose-built tools. Here’s what to look for in a multi-tenant portal:

Essential multi-tenant features

1. Centralized dashboard: View backup status, alerts, and storage usage across all clients from one screen.
2. Role-Based Access Control (RBAC): Assign permissions based on technician role (e.g., junior techs can initiate restores, but only administrators can modify retention policies).
3. Cross-client reporting: Generate compliance reports, SLA performance metrics, and billing summaries across your entire client base.
4. Automated alerts: Receive notifications for failed backups, ransomware detection, or storage anomalies so that you can address issues proactively.
5. Client-specific branding: White-label portals with your MSP branding for client-facing restore interfaces.

RMM/PSA integration

Context switching between tools kills productivity. Integrating backup into the same workflows as RMM and PSA makes backup less of a standalone task and more of a seamless part of day-to-day IT operations.

What to look for:

• Unified billing: Sync backup usage to your PSA (ConnectWise, Autotask, Kaseya BMS) for automated invoicing.
• Ticketing integration: Failed backups automatically create tickets in your PSA.
• Single Sign-On (SSO): Technicians log in once and access all tools without needing to re-authenticate.

Best integration examples:

• NinjaOne: Native integration (backup is built into the RMM).
• Spanning & Datto: Integration with Kaseya VSA and BMS.
• AvePoint & Acronis: API integrations with ConnectWise, Autotask, and others via third-party connectors.

FAQs

Further reading

• Backup Management Software: Key Features & Benefits
• Database Monitoring Tools: Features & Challenges
• Data Loss Prevention (DLP) Software
• Top 13 Training Data Platforms

If you need help finding a vendor or have any questions, feel free to contact us:

Principal Analyst

Cem Dilmegani

Principal Analyst

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Cem has been the principal analyst at AIMultiple since 2017. AIMultiple informs hundreds of thousands of businesses (as per similarWeb) including 55% of Fortune 500 every month.

Cem's work has been cited by leading global publications including Business Insider, Forbes, Washington Post, global firms like Deloitte, HPE and NGOs like World Economic Forum and supranational organizations like European Commission. You can see more reputable companies and resources that referenced AIMultiple.

Throughout his career, Cem served as a tech consultant, tech buyer and tech entrepreneur. He advised enterprises on their technology decisions at McKinsey & Company and Altman Solon for more than a decade. He also published a McKinsey report on digitalization.

He led technology strategy and procurement of a telco while reporting to the CEO. He has also led commercial growth of deep tech company Hypatos that reached a 7 digit annual recurring revenue and a 9 digit valuation from 0 within 2 years. Cem's work in Hypatos was covered by leading technology publications like TechCrunch and Business Insider.

Cem regularly speaks at international technology conferences. He graduated from Bogazici University as a computer engineer and holds an MBA from Columbia Business School.

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