The four cost drivers
To make proposals comparable, ask about each of these separately.
- Number of users: most SaaS models calculate the monthly fee from this
- Document and storage volume: the item that grows with your archive
- Deployment model: cloud or your own servers (on-premises)
- Additional capabilities: OCR, AI, SSO / Active Directory, API access
Hidden costs
The licence is often only half the total cost. The bigger items are usually migrating the existing archive, setting up the permission structure, training and getting people to actually use it. When you assess a proposal, “are setup and data migration included?” matters as much as the monthly fee.
The second hidden cost is leaving: when the contract ends, in what format, how quickly and at what cost can you get your data back?
Cloud or on-premises?
The cloud gives you a predictable monthly cost, and servers, backups and updates are not your job. On-premises front-loads the cost (servers, installation, maintenance), but the data stays entirely on your own infrastructure. If regulation or internal policy does not allow data to leave the organisation, that decision comes before price.
mindfile pricing
mindfile is priced per user and quoted according to the size of your team, the modules you need and the deployment model (cloud or your own servers). Rather than publish a list price, we work out a firm quote with you in the first meeting. You can start with a free trial and see it working on your own documents before you decide.
FREQUENTLY ASKED QUESTIONS
Do you pay per user or per document?
mindfile is priced per user. Some vendors charge per document or per unit of storage; when you compare proposals, be clear which model each uses and how the price changes as your document volume grows.
Do AI features cost extra?
We decide together which modules go into the quote, based on what you need. The scope and usage limits of the AI features are stated clearly in the quote.
