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Document Management Software – What It Really Cost a Company Per Year

By Saturday, January 16, 2016 0 No tags Permalink 0

Recently we published a blog post about the costs for our project management software against that of our competitors. The post was well received and we have decided to do the same for the cost for document management software from us and our competitors. eStudio does not charge for users but does charge for extra storage- however we discount storage based on how much your company actually requires. Since there are over 1,000 “competitors” this could be a daunting assignment for anybody doing cost analysis. Below are the costs of Same-Page eStudio for public cloud-based document management software versus five of our largest competitors in the public cloud-based Document Management arena (serving SMB level customers > 100 users) and five of our best competitors in the public cloud-based Document Sharing arena (serving Start-up customers < 50 users).

We have used  to gather a list of document management software (Same-Page is not listed) and augmented it with a few of our most worthy competitors in the document sharing / management software space. Some of the lower priced services listed on TopTenReviews are primarily backup service and not truly a workflow-sharing service. Also cheaper services may be piggy-backing on Amazon Web Services, Google, or Microsoft cloud platforms and are not in full control over access to your data.


START-UP Less than 50 users

  • eStudio 7                                            $579         500 MB
  • Egnyte Office                                    $4,200     5 TB
  • Dropbox for Business                     $6,000     1 TB
  • Box                                                     $3,000     100 GB
  • Google                                               $3,000     30 GB

SMB  100 users

  • eStudio Plus                                     $2,299       5 GB
  • engyte Business                               $16,800   10 TB
  • Dropbox for Business                    $18,000    (unlimited*)
  • Box                                                     $18,000    (unlimited*)
  • Google                                               $12,000    (undisclosed)

This analysis points out that with Same-Page eStudio you really do get what you pay for and that a cloud business model that is based on “unlimited users” is definitely more cost-effective than what is offered by the “bigger guys”. Because eStudio puts the end-user in control of their files your company will not have storage bloat and  you will always know where in the cloud the proper version of a file is located. Click here if you need more price information or call 877-765-2655 if you would a demonstration of our Document Management Software.


Our criteria for less than 50 users is that the company is using less than 500 MB on an ongoing basis. Costs are based on subscribing for 1 year of service and do not including any duration discounts from our competitors (usually 10%). Should you require an extra 10 GB of storage (including backup) our charge is $1,500 per year.

Our criteria for 100 users is that the company is using less that 5 GB on an ongoing basis. Costs are based on subscribing for 1 year of service and do not including any duration discounts from our competitors (Usually 10%). Should you require more than 10 GB of additional storage we would suggest that you subscribe to eStudio eXtreme, our private cloud product, for $6,000.00 per year. eStudio eXtreme allows us to configure hard drives based upon your requirement. The standard configuration in dual 1 TB drives.

When Old Customer(s) Return

Same-Page has been in business for 15 years and we really got to know some of the Admins for our thousands of customers along the way. Over the years we served as a web portal for the touring production for a band that uses a tongue as a logo (yes that one). We also played an important role in helping a fledgling bio-tech company manage their operations and find major underwriting. We’ve seen many companies go belly up because of recession influences on budgets and we’ve had some merge with their own competitors.

Last week we had two past Admins signed up for new eStudios because they got new jobs. As project manager and as office manager these two Admins are major influences in their companies (Video Surveillance and Big Data) and they choose to start new subscriptions of eStudio. Both Admins provided significant feedback and helped us make our product better.

We look forward to collaborating with our new “old” customers.

What Every Venture Capitalist Needs To Collaborate

The call came from a Silicon Alley based Venture Capital Firm,  Lee had been tasked with finding a project management solution that did more. Lee  explained that more and more often their in-house erp and intranet software was not robust enough or inclusive enough. He needed more. He wanted to be able to tightly restrict the rights of each user, see how many tasks were assigned to each project member, identify risks to the project, he wanted to attach files but only the person doing the task should see the file. Lee kept going, he wanted special reports to be auto emailed, he wanted to get a text message if there was a issue, and he wanted a Gantt chart that he could print out on the plotter printer so it could go in their war rooms.

As a customer support specialist I want to make sure that we were hitting his sweet spots. But collaborating online is all about the team, communication skills and leading from the front. So I asked him a few questions about how big his group was, what tools they were using now and about his position in the firm. After a few minutes I had a good handle on how this firm operates and collaborates.

Lee said that he has some free time so I setup a screen share session. I started by showing how we created users and our advanced granular control over users. We setup two projects one using traditional WBS layout and another project using a SCRUM layout. Lee was delighted with the results, commenting that each group worked and thought differently and it was great the Same-page had such flexibility. We spent some time reviewing the risk management function and the difference between recurring tasks and cloning a subset of tasks.

Lee and I spent 45 minutes on the phone and it was time to move on for both of us. I think we’ll add a new customer in a few weeks.

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