Document Management Software: Costs & Prices for Systems

What is the document management software pricing for popular systems?

The average prices of the most popular document management systems can vary widely depending on the number of users, the features required, installation costs and the type of system (cloud-based, on-premise, or hybrid).

In summary, the average monthly costs for cloud-based solutions varies from $10 - $100 for each user, while on-premise systems start at roughly $500 for 10 users and go up to $20,000+ for large enterprises with over 100 users.

Document Managament Systems Price Value Comparison

Cloud-based

Low-end options: $10-$20 per user per month
Mid-range options: $20-$50 per user per month
High-end options: $50-$100+ per user per month

On-Premise

Low-end options: $500-$1,500 for a small business with fewer than 10 users
Mid-range options: $1,500-$5,000 for a mid-sized business with 10-100 users
High-end options: $5,000-$20,000+ for large enterprises with over 100 users

1. bitfarm-Archiv

bitfarm-Archiv Enterprise is available from about 2500,- Dollar per year including installation & professional support, without further license costs. All plugins & tools are included free of charge since there is no module policy. In addition, a completely unlimited usable and free GPL-Version is available, which offers many features of the Enterprise Version as well.

2. Microsoft SharePoint

Microsoft SharePoint is a widely used enterprise-level DMS that can be deployed on-premise or in the cloud. On average, the cost of a SharePoint license can range from $5 to $35 per user per month, with a minimum of 100 users. The charge for customizing and deploying a SharePoint solution can vary widely depending on the complexity of the solution, but it can range from several thousand to several hundred thousand dollars.

3. Google Drive

Google Drive is a cloud-based DMS that is part of the Google Workspace suite of products. Expenses for a Google Drive subscription can range from $6 to $25 per user per month, with a minimum of 5 users. The cost of customizing and deploying a Google Drive solution is typically lower in comparison to an on-premise solution. However, it lacks many features in comparision.

4. M-Files

M-Files is a cloud-based or on-premise DMS that is designed for enterprise-level organizations. A M-Files license can range from $50 to $200 per user per month, with a minimum of 10 users. Expenditure of customizing and deploying a M-Files solution can also vary widely, but it is usually higher than the cost of deploying a cloud-based solution.

5. DocuWare

Docuware is a cloud-based or on-premise document management system. The cost of a Docuware license can range from $20 to $75 per user per month, with a minimum of 5 users, not including installation, plugins or support.

6. EloOffice

ELOoffice is a document management system that can be deployed on-premise or in the cloud. The cost of an ELOoffice license can range from $15 to $50 per user per month, with a minimum of 5 users. Not containing further expenses (e.g. plugins, configuration, support).

What are the cost of a document management software?

Document Management System costs for maintenance and installation should also be considered along with the initial price of purchasing the actual software. Even though the initial price for the software might be low, there are often hidden charges that need to be considered. Here are a few points that influence the total cost factor.

Number of Users
Cloud or On-Premise
Storage Capacity
Features and Functionalities
Integration
Support and Maintenance
Customization

document management system cost & pricing

A DMS is often charged based on the number of users. The more users, the higher the cost. Organizations must determine the number of users that will be using the system to determine an overview for inital charges.

The deployment model, whether it be cloud-based, on-premise, or hybrid, can also impact the cost of a DMS. Cloud-based solutions typically have a lower upfront cost (but are more expensive from a recurring point of view), while on-premise solutions have a higher upfront cost, but a lower in the long term.

Also considered should be the amount of storage capacity required. The more storage capacity required, the higher the expenses. Companies should therefore calculate the amount of storage capacity required in order to plan their expenditure.

Unlinke bitfarm-Archiv, some software companies also charge for more advanced features. The more features and functionalities required, the higher the price in general.

Integration with other systems, such as customer relationship management (CRM) or enterprise resource planning (ERP) systems is another factor. More expensive individual programming is sometimes necessary here, depending on which systems are to be integrated.

The level of support and maintenance required should also be considered. Support is a critical factor because of the need to respond quickly in the event of a system failure.

Customization is also often desired and goes beyond the standard services of a DMS with its basic functions. Either developers have to carry out this customization in-house or commission it externally. Here, too, higher expenses are usually to be expected.

bitfarm-Archiv Enterprise includes free updates, tools & plugins, as well as unlimited support by mail & phone. This makes the costs more predictable and transparent. Are you interested in a free live presentation?
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Why are the cost and prices of a document management system important?

Budget constraints: The acquisition of a DMS can have a significant impact on an organization's budget. By considering the cost of a DMS, organizations can determine if the solution is within their budget and allocate resources accordingly.
Return on Investment (ROI): Expenses for the software must also be weighed against the potential return on investment (ROI). Organizations must calculate, how the DMS will improve productivity, efficiency, and compliance, and how these improvements will affect the bottom line.
Scalability: The cost of a DMS must be considered in the context of scalability. Organizations must determine if the cost of the DMS is affordable for the long-term as the organization grows and expands.
Total Cost of Ownership (TCO): Not only the initial purchase price is important, but also recurring fees which include maintenance, upgrades, and support. The total cost of ownership (TCO) of a DMS must be observed to ensure that the solution is affordable in the long-term.