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Understanding Document Management Pricing
Our pricing model is transparent and based on your actual usage patterns. We consider multiple factors to provide accurate estimates:
- •User Licenses: Core cost based on concurrent or named users accessing the system
- •Storage Capacity: Tiered pricing for document storage with volume discounts
- •Document Processing: Per-document fees for automated processing and extraction
- •Optional Features: Add-ons for advanced functionality like analytics and integrations
Your final pricing depends on deployment choice, support requirements, and organizational scale:
- •Deployment Type: Cloud is most cost-effective, on-premise offers data control
- •Support Level: Basic for standard needs, Enterprise for mission-critical systems
- •Volume Discounts: Larger deployments receive tiered pricing benefits
- •Annual Commitment: Save 10% with annual billing compared to monthly
When evaluating your investment, consider these implementation factors that impact total cost of ownership:
Initial Setup
Migration from legacy systems typically requires data cleansing, user training, and workflow customization. Our professional services team can help accelerate deployment and ensure smooth transition.
Integration Requirements
Consider API access needs, third-party integrations (ERP, CRM, accounting systems), and automation workflows. These may require additional add-ons but deliver significant operational efficiency gains.
Compliance & Security
Document security, audit trails, and regulatory compliance features are essential. Advanced security add-ons provide encryption, multi-factor authentication, and detailed access controls.
Analytics & Reporting
Advanced analytics help measure adoption, identify bottlenecks, and optimize workflows. Real-time dashboards provide visibility into document volumes and processing efficiency.
Modern document management systems deliver substantial returns through efficiency gains, error reduction, and compliance assurance:
- →Labor Productivity: Automated document processing reduces manual data entry by 80-90%, freeing employees for higher-value work. With average office worker costs around $60K annually, this translates to significant savings per user.
- →Error Reduction: Automated extraction and validation minimize processing errors, reducing costly corrections and compliance issues. A single data entry error can cost hundreds in downstream corrections.
- →Compliance & Risk: Proper audit trails and retention policies protect against regulatory penalties (often 5-10% of revenue for serious violations) and reduce legal exposure.
- →Process Acceleration: Faster document processing enables quicker invoice approval, shorter sales cycles, and improved customer service response times.
What is included in the base subscription price?
The base subscription includes core document management functionality, user licenses, standard support (depending on tier), and access to essential features like document storage, basic indexing, and standard workflow automation. Additional features and premium support levels are available as add-ons.
Can I adjust my storage or user count later?
Absolutely. Our flexible pricing model allows you to scale up or down based on your actual usage. You're not locked into your initial configuration. We charge only for what you use, making it easy to optimize your investment as your organization grows or your needs change.
What's the difference between Cloud, On-Premise, and Hybrid deployments?
Cloud deployment offers the lowest cost and fastest setup with management handled by us. On-Premise provides complete data control and security isolation but requires more infrastructure investment. Hybrid combines both approaches, letting you keep sensitive data on-premise while leveraging cloud for other workloads.
Does the pricing include implementation and training?
Implementation and training are available as professional services. Our support team will work with you to migrate existing documents, configure workflows, and train your users. Enterprise support tiers include onboarding assistance to ensure successful deployment.
How do annual versus monthly billing work?
Annual billing offers a 10% discount compared to monthly pricing. This provides significant savings for longer-term commitments while giving you budget predictability. Monthly billing offers flexibility if you prefer shorter-term arrangements or are evaluating the platform.
Are there any hidden fees or surprising costs?
No. Our pricing is transparent and usage-based. What you see in the calculator is what you pay. The only additional costs are optional add-ons you specifically select, such as advanced analytics, API access, or premium integrations. All costs are itemized clearly.
Example 1: Mid-Size Financial Services Firm (50 users)
A financial services company with 50 users processing 5,000 documents monthly with 500 GB storage and Premium support:
- • Monthly cost: ~$2,200 (Cloud, Premium support)
- • Annual cost: ~$23,760 with 10% discount
- • Per-user monthly: ~$44
- • Expected ROI: 180-220% in Year 1 through labor efficiency
Example 2: Enterprise Legal Department (200+ users)
A large legal department with 200 users, 2 TB storage, 50,000 monthly documents, Enterprise support with API access:
- • Monthly cost: ~$12,500 (On-Premise, Enterprise support)
- • Annual cost: ~$135,000 with discount plus dedicated support
- • Per-user monthly: ~$62.50
- • Expected ROI: 250%+ with compliance risk reduction
Example 3: Growing Technology Startup (30 users)
A startup with 30 users, 200 GB storage, 2,000 documents monthly, Basic support with workflow automation:
- • Monthly cost: ~$750 (Cloud, Basic support, add-ons)
- • Annual cost: ~$8,100 with discount
- • Per-user monthly: ~$25
- • Expected ROI: 150-180% through process automation