M-Files Pricing Guide

M-Files Cost and Pricing Guide

As you consider purchasing M-Files, this cost and pricing guide will help you develop an initial budget and will also help you calculate the potential Return on Investment (ROI) for purchasing and implementing M-Files. Final prices will vary by location and M-Files Partners and Resellers. 

There are four things to consider when purchasing M-Files:

  1.  M-Files Product Edition
  2. M-Files User License Type
  3. Implementation and Training
  4. On-Going Support
  5. Return Return on Investment – ROI
First, let’s take a look at the different Product Edition M-Files and License types of M-Files. Keep in mind the License cost will vary greatly from country to country.

Then, we’ll look at the Implementation, Training and On-Going Support associated with owning M-Files.

M-Files Product Editions

M-Files comes in four different product editions and each user within an organisation uses the same product edition. 

Core

An entry-level offering for smaller and simpler workloads on customers’ servers. Leverage the power of M-Files’ unique metadata architecture, workflows and permission management. It includes all the core ECM/Document Management functionalities and a powerful Workflow Engine. License cost for a core edition starts at  $30 per user per month.

Standard

Provides comprehensive feature set for building intelligent content management solutions leveraging M-Files Intelligent Metadata Layer® in the cloud or on-premises. It includes everything in the core edition plus AI-Powered Metadata suggestions. You also have the ability to connect to external file repositories instantly. Also includes Reporting and Analytics capabilities. License cost for Standard Edition starts at  $45 per user per month.

Professional

Extends the standard functionality with integrations to multiple line-of-business applications and office productivity suites and enables the implementation of more advanced document control solutions. It includes all of the standard edition plus has the ability to integrate with SharePoint, Teams, Salesforce, Google Drive and Esri ArcGIS. You also get Extensive File Manipulation and control abilities. It also supports  Advanced Workflows, Processes, Audit Trails and Electronic Signatures. License cost starts at  $65 per user per month.

Enterprise

Designed for managing business-critical workloads in compliance with different industry regulations. Includes everything M-Files has to offers. Advance Security and User management, Audit, Azure Key Vault Integration. Multi-Server Mode. License cost starts at  $90 per user per month.

For a full function and features differences between the M-Files product editions Click here 

M-Files User License Type

M-Files User Licenses comes in three different types :

  1. Named User Licenses
  2. Concurrent User Licenses
  3. Read-Only User Licenses

 M-Files License is subscriptions – Software As a Service or commonly referred to as SAAS, and are billed annually upfront. Again keep in mind the License cost will vary greatly based on your location and large volumes of data may have additional storage cost.

1. Named User Licenses

Named user licenses are assigned to individual login accounts. This license allows the login account to use M-Files any time, independent of other users. License cost depending on the M-Files Product edition starts at  $30 –  $100 per user per month.

2. Concurrent User Licenses

When a login account entitled to a concurrent user license logs in, one license of this type is taken up. When the login account logs out, the license becomes available for use by other login accounts that use this same license type. License cost depending on the M-Files Product edition starts at  $90 –  $300 per user per month.

3. Read-Only User Licenses

Read-only licenses are assigned to individual login accounts. This license allows the login account to use M-Files at any time, independent of other users. The license is limited in the sense that not all M-Files features are available for use: the user is only able to read but not to create or modify documents. License cost for read-only licenses are independent of product editions they are priced at $8 – $10 per user per month.

All M-Files licenses except for the core allow you to implement M-Files on your servers or in the cloud. Core licenses are only available on customers servers. A minimum purchase of 5 named or concurrent users is required. 

Implementation and Training

Implementing any software systems is a daunting task, and it’s vital to get it right the first time. A proper implementation will maximise the value of your new system. We at Range provide four different types of M-Files implementation packages. Regardless of your industry or your use case, the following packages will ensure you have a successful implementation and get the most out of your new systems in your desired budget.

1. Self-installation

A self-installation package would include self-paced online M-Files administrator and M-Files Licenses. The obvious advantage of installing your own M-Files solution is what you would save from the initial installation cost. On Average, most people will save between $7,000 and $10,000 depending on the scope of the project and who does the majority of the work.

If you are considering Self-Installation make sure you follow your companies information governance framework when configuring M-Files. Keep the implementation simple and straight forward. Implement the Core Document management requirements first before starting with the workflow implementation. We cannot emphasise enough on focussing on End-user training.

Consider budgeting for an Ongoing Support plan, just in case you are stuck or need help.

2. Assisted Installation and Training

An assisted Installation differs from a self-installation in that it includes:

    1. Installation of M-Files on the server- on premise and cloud
    2. Administrator Training
    3. Workshops to help kickstart the implementation
    4. End-User Training

These are the Most Critical and unfamiliar phases of the installation. This is a great option for those who are ready to dive deep and configure M-Files themselves but would rather not deal with the headache of starting from scratch and would like an initial boost of momentum to get the project up and running.

Assisted Installations Typically cost around $4,000 – $8,000 depending on the scope of the project and number of users.

3 .Standard Implementation and Training

A Standard installation and training typically includes the following:

  1. Installation of M-Files on the server and Client machines
  2. Extensive administrator Training for the following
    1. Initial implementation
    2. And Maintenance
    3. We also offer a yearly maintenance plan
  3. Extensive Workshops with End users to Configure M-Files
  4. Implement Workflows
  5. Information Migration
  6. End-User Training
  7. Administrator Support

Standard packages can vary greatly from company to company, so ask specifically what it includes. It’s surprising how often a company’s base package price does not include Workflow implementations, Document Migrations and End-User Training. It is important to consider details such as Support and Inclusions. Standard M-Files Implementations Typically cost around $7,000 – $15,000 depending on the scope of the project and number of users.

4. Turn-Key Implementation and Training

A Turn Key implementation of M-Files includes all:

  1. Pre Implementation Scoping
  2. Implementation
  3. End-User Training
  4. Support for Administrators and End-Users

The customer doesn’t need to oversee or manage any aspect of the project. Many customers find it worth the investment to let someone else handle everything—not to mention the added peace of mind knowing that there is only one company responsible for the project.
On Average, a turnkey project will cost – $15,000 to $35,000. Projects with a large number of end-users can cost more.

On-Going Support and Training

Once M-Files has been Implemented it might take some time to get up to full speed, and that’s fine—just continue working better with M-Files each day and you will master it in no time. Training is a central pillar in continuous improvement. But much like implementation, the right kind of training done when needed is better than poor training done often. So, don’t hesitate to get in touch with your M-Files Reseller to organise more training.  

To support the long-term implementation of your new system, we will help you prioritise those capabilities that need to be mastered first. We will continue to help influence training and provide benchmarks for regular check-ins. Like any technology, there may be instances when a system outage occurs or you need extra support, and in order for you to have a peace of mind you should opt for a support contract. We at Range offer a Managed Support agreement or Pay As you Go Support.

Ownership Benefits of M-Files : ROI - Return on Investment

M-Files provides Accelerated ROI. Our Deployment Packages speed up your return on investment by quickly giving you all the pieces you need to realise a fast return on investment.

M-Files gives businesses the flexibility of storing, sharing, and retrieving documents from a single location. And not to forget the power workflow engine that allows automating all your business process digitally.

When determining the ROI of M-Files, it is essential to see how it performed with pioneering companies. Let us analyse how Booths & Associates benefited in integrating M-Files. Booths & Associates, an engineering consulting firm in North Carolina, previously deployed M-Files to improve their business operations. M-Files brought changes to enhance the document storage and search capabilities of their engineering teams. Integrating automated documentation removed redundant workflows and bolstered their productivity. Since implementing M-Files, Booths utilised metadata tagging and searched abilities to form uniform document repositories. This feature further reduced the number of times the engineering department spent searching for relevant and present versions of documents. Furthermore, M-Files brought 378% annual ROI with just a 4-month payback period. This earned Booths & Associates an average annual benefit of $119,019.

With all of this in mind, if you’re interested, You can also get an easy online quote for M-Files Licenses and Implementation, please fill in the contact form. Alternatively, if you would like to talk to us about your M-Files Implementation, please call us on 02 4944 1111