How Much Does Document Management Software Cost? 2019 Pricing Guide

Pricing is one of the most important factors in choosing any software, especially DMS (document management software).

Some vendors provide transparent pricing information on their sites, while others prefer to give a specialized quote, as companies’ requirements for software tend to vary.

We’ve developed this pricing guide to detail pricing types, additional costs a company needs to consider and pricing examples from popular DMS vendors.

What Is DMS?

Document management software (DMS) is an electronic solution dedicated to storing, tracking and archiving files. It has multiple benefits for companies, including reduced expense of storing paper, improved collaboration among users, better customer service and enhanced compliance with federal or regulatory mandates. In addition to document storage, other features of DMS systems are workflow management, collaboration, imaging/capture, metadata and version control.

DMS Pricing Models

DMS vendors use two popular pricing models: subscription hosting plans (cloud) or perpetual licensing (on-premise). Here’s a look at each.

Subscription plans – When the vendor hosts the software on its servers (also known as Software-as-a-Service), the company typically pays a monthly or annual subscription fee. This is beneficial for companies that don’t want to host and maintain their data. The standard pricing structure is per user, per month, and is usually based on the number of employees who access the software. Most document management software vendors offer scalable subscription plans that are based on the number of users and the types of features that are included in each plan.

Perpetual licensing – With perpetual licensing, the company hosts the data on its own servers, so it only needs to pay for the software upfront. It may pay a recurring cost, typically annually, for maintenance or support. Perpetual licensing is an attractive option for businesses that are concerned with data security or have complex needs (e.g., large organizations).

Open Source Software

Some vendors offer open source software, where the company downloads the vendor’s source code and then installs/modifies that code into their systems. Two notable vendors in the DMS market that provide open source solutions are LogicalDOC and OpenKM. Open source solutions can be a challenge in some cases, since the company bears the cost of hosting the software and there are limited customer support options.

Additional Costs To Consider

Many services are included in the original subscription or licensing price. However, some vendors may provide other services at additional costs, so companies will need to take that into consideration.

Implementation – Prices of implementation services vary by vendor and can include access to a dedicated implementation specialist, installation, software customization, data migration and integration to other software (e.g., project management solutions or accounting systems).

Training – Some vendors may include basic training services for free, while others offer them at an additional cost, especially if the training is done at the client’s site.

Support – Basic support (e.g., knowledge base, email support) is typically included in the price. However, some vendors offer optional advanced support, such as access to a dedicated customer service manager.

DMS Vendor Pricing

We’ve compared pricing for some popular DMS solutions. There are many vendors in the market that don’t publicly provide pricing details, so you’ll need to contact them directly for a quote.

Box – Box has four pricing tiers for businesses. The Starter tier accommodates three to 10 users at $5 per user, per month. It has a 100 GB file storage capacity, 2 GB file sharing capacity and mobile device management integration. The Business tier costs $15 per user, per month (requires a three-user minimum), and offers unlimited storage, up to 5 GB file sharing capacity, the ability to manage bulk users and the ability to save up to 50 versions of a file.

The Business Plus tier is priced at $25 per user, per month, and includes unlimited external collaborators, full content visibility, full user activity tracking, and metadata and custom templates. The Enterprise tier has additional security features, such as password enforcement, restriction of offline access and multifactor authentication. Pricing is available by quote only.

Contentverse – This software is available in two pricing packages: Professional and Enterprise. Professional costs $15 per user, per month, and includes mobile functionality, advanced search and team collaboration. Enterprise is priced at $33 per user, per month and boasts additional features, such as annotations and redactions, version control, integration to Microsoft Office and advanced security setup. The vendor offers perpetual licenses. Please contact them for a quote.

Document Locator – ColumbiaSoft offers four annual subscription licensing options for Document Locator. A single user license costs $250 per license, per year, while the dedicated desktop license is priced at $190 per license, per year. The concurrent desktop license is $390 per license, per year, and the concurrent web license is $235 per license, per year.

ColumbiaSoft provides optional cloud hosting services for $300 per month. There are additional fees for implementation and training services. Please contact ColumbiaSoft directly for those prices.

Dropbox Business – Dropbox Business consists of three plans. The Standard plan costs $15 per user, per month ($12.50 per user, per month if billed annually) and includes 3 TB of storage and many basic Dropbox features. The Advanced plan is priced at $25 per user, per month ($20 per user, per month if billed annually) and has unlimited storage. The Enterprise plan requires a quote. For specific features listed under each plan, head over to our Dropbox Business pricing post.

eFileCabinet – This software has four subscription plans that are billed annually. The Basic plan costs $15 per user, per month for 25 GB of storage and access to the Secure Drawer feature. The Advantage plan is priced at $30 per user, per month, and includes 1 TB of storage, compliance tools, integration to Microsoft Office and file check-in/check-out.

The Business tier costs $55 per user, per month, and has additional features, such as 5 TB of storage, business process automation, workflow approvals and automatic file naming. The Enterprise tier offers the same features as the Business tier, but it’s purchased as a site license and stores more than 5 TB of data. Please contact eFileCabinet directly for a quote.

Evernote Business – Evernote Business starts at $14.99 per user, per month and requires a minimum of two users. It includes unlimited collaboration spaces and other Evernote features.

FileCenter – Companies can choose from three plans: Standard ($49.95), Pro ($149.95) and Pro Plus ($249.95). The Standard edition includes basic document management features, while the Pro edition adds on email file sending, single-click conversions to PDFs and tech support. The Pro Plus provides more additional features, such as automatic page cleanups and barcode support.

The pricing above reflects a single license. For multilicense opportunities, please contact the vendor for a price quote. The price includes the first year of maintenance, but annual maintenance renewals cost $19.95 (Standard), $49.95 (Pro) and $69.95 (Pro Plus).

Fluix – There are three pricing tiers for Fluix. The Starter tier costs $20 per user, per month, and includes 5 GB of storage, the ability to read and annotate forms via the mobile app, a knowledge base and email support. The Core plan is $30 per user, per month and has 10 GB of storage space, the ability to extract data from up to 100,000 documents, custom data retention policy and access to a dedicated Customer Success Manager. The Advanced tier is priced at $50 per user, per month and offers all the features of the Core tier plus an active directory, third-party integration and the ability to restore deleted files.

GoCanvas – GoCanvas provides a free plan for individual users that covers unlimited data storage, unlimited apps, PDF designer and access to the help center and community forums. In addition, there are three paid plans that are billed annually. The Business plan costs $45 per user, per month and accommodates unlimited users. Its features include GoCanvas PDF branding removal, email/phone/chat support and a dispatch feature that remote employees can use to track their assignments.

The Professional plan is priced at $55 per user, per month and also boasts dispatch scheduling, advanced password management and single sign-on functionality. The Enterprise plan targets companies with more than 50 employees. Its pricing is not available, so please contact GoCanvas for a quote.

Google Drive – Google Drive is free for individual use. However, business can choose from G Suite’s three pricing plans that include Google Drive and other Google tools. The Basic plan costs $6 per user, per month for up to 30 GB of storage, video and voice conferencing, and phone, email and online support. The Business plan is priced at $12 per user, per month for unlimited storage and eDiscovery and auditing reports. The Enterprise plan costs $25 per user, per month and has additional features, such as data loss prevention, integration with third-party archiving tools and access controls.

PaperPort – Kofax offers two PaperPort desktop software products with core document management features like PDF encryption, shared network folders and a Microsoft SharePoint connector. PaperPort Professional 14 is geared toward small businesses and costs $200 per unit. PaperPort Enterprise supports larger departments and organizations, but its pricing is not available publicly. Please contract Kofax for a quote.

pCloud – This software has two pricing tiers: Premium and Premium Plus. The Premium tier costs $47.88 per year and has all of pCloud’s features, plus 500 GB of storage. The Premium Plus tier is priced at $95.88 per year and includes 2 TB of storage. pCloud offers a lifetime subscription where users can pay a one-time fee of $175 for Premium and $350 for Premium Plus.

Pricing for pCloud Business is not available, so please contact the vendor for a quote.

PinPoint – Pricing for PinPoint starts at $3.50 per user, per month and is based on the number of users. Support, training, product updates and a dedicated Account Manager are included in the price. Contact LSSP directly for a customized quote.

Zoho Docs – Zoho Docs has a free plan for companies with less than 25 users. It includes 1 GB of storage per user plus access to standard features. The Standard plan costs $5 per user, per month and has all the features of the free plan plus 100 GB of storage per user, password-protected files, task management, audit logs and reporting. The Premium plan is $8 per user, per month, and adds on advanced security features and admin governance.

Bottom Line

The majority of the vendors that we’ve listed deploy the per-user/per-month pricing strategy with different tiers that offer specific features. For companies, the key is to decide how many users will access the software, what features are necessary versus nice to have and how the software will be implemented (cloud versus on-premise). It’s also important to consider any additional fees for implementation, training or support.

If you’re looking for more information on document management software or want to compare different vendors, we’ve reviewed more than 25 solutions.

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