Range IT

M-Files Product Plans and Implementation Guide


Welcome to our M-Files cost and pricing guide. Whether you’re exploring the possibility of purchasing M-Files or seeking to optimise your investment, this guide will provide you with essential insights to develop your budget and calculate potential Return on Investment (ROI). Please note that final prices may vary depending on factors such as the country you’re based in and any additional storage costs.

When considering M-Files, there are several key elements to factor in:

  1. M-Files Product Edition: Explore the various editions of M-Files to find the one that best aligns with your organisation’s needs and objectives.
  2. M-Files User License Type: Understand the different user license types available and choose the one that suits your user requirements and budget constraints.
  3. Implementation and Training: Learn about the implementation process and associated training requirements to ensure a smooth transition to M-Files within your organisation.
  4. Return on Investment (ROI): Evaluate the potential ROI of adopting M-Files, taking into account both tangible and intangible benefits.

We’ll begin by delving into the different M-Files Product Editions and License types, bearing in mind that license costs may vary across different regions. Following that, we’ll explore the implementation, training, and ongoing support aspects essential for maximising the value of your investment in M-Files.


M-Files Product Editions

M-Files offers a range of product editions tailored to meet diverse organisational needs. Here’s an overview of the available editions:


This edition provides a comprehensive feature set for building intelligent content management solutions using M-Files. It serves as a foundation for efficient information management within your organisation.


Building upon the standard functionality of M-Files Base, the Team edition extends capabilities to include cloud-based hosting options. Additionally, it offers integrations with multiple line-of-business applications and office productivity suites, empowering the implementation of advanced document control solutions.


Tailored for managing business-critical workloads, the Business edition ensures compliance with various industry regulations. It is designed to support organisations in effectively handling sensitive data and meeting regulatory requirements.

For a detailed comparison of features offered in each edition, refer to the following link: M-Files Editions

M-Files User License Type

M-Files offers three distinct user license types tailored to meet various organisational needs:

  1. Named User Licenses: Named user licenses are individually assigned to login accounts, granting users unrestricted access to M-Files at any time. This is the standard license type, ideal for users who require regular access to the system, such as administrative staff or managers.
  2. Concurrent User Licenses: Concurrent user licenses are shared among a pool of users, allowing multiple users to access M-Files with a limited number of licenses. For example, if you have 10 staff members assigned a concurrent license but only 2 concurrent licenses, only 2 users can access the system simultaneously. Each concurrent license costs approximately three times the price of a single named license.
  3. Read-Only User Licenses: Read-only user licenses limit users to viewing documents without the ability to create or edit them. This license type is suitable for staff who need access to reference documents but will not be involved in document creation or editing.

Please Note:

  • M-Files licenses operate under a subscription-based Software as a Service (SaaS) model, with annual upfront billing.
  • License costs will vary based on the selected M-Files Product edition and license volume.
  • A minimum purchase of five named or concurrent users is required for licensing.

Implementation and Training

Implementing a new software system is a significant endeavor, and getting it right from the start is crucial for maximising its value to your organisation. At RANGE, we prioritise your success by offering comprehensive M-Files implementation packages designed to meet your needs effectively.

Standard Implementation and Training

Our standard implementation package ensures a seamless transition to M-Files and includes:

  1. Installation of M-Files on server and client machines.
  2. Extensive administrator training covering initial setup and ongoing maintenance.
  3. Extensive workshops with key stakeholders
  4. Configure M-Files
  5. Implement workflows
  6. Migrate information.
  7. End-user training to ensure smooth adoption and utilisation of the new system.
  8. Ongoing administrator support to address any questions or concerns.

Our commitment to detail ensures that standard packages cover essential aspects such as workflow implementations, document migrations, and comprehensive end-user training. The cost of standard M-Files implementations vary greatly from company to company, but typically ranges from $7,000 to $15,000, depending on project scope and user count.

Turn-Key Implementation and Training

For organisations seeking a hands-off approach, our turn-key implementation package offers a complete solution, including:

  1. Pre-implementation scoping to define project objectives and requirements.
  2. Full implementation of M-Files.
  3. Comprehensive end-user training sessions.
  4. Ongoing support for both administrators and end-users.

With turn-key projects, we handle every aspect of the implementation, allowing you to focus on your core business activities. The investment in a turn-key project typically ranges from $15,000 to $35,000, with larger projects involving more end-users incurring higher costs.

User Adoption and Change Management

We understand that successful implementation goes beyond technical aspects. User adoption and change management are critical for realising the full benefits of M-Files. Our team leverages its expertise to ensure a smooth transition, emphasising user training, support, and ongoing engagement. We work closely with your organisation to facilitate user adoption and drive positive change, ultimately maximising the value of your investment in M-Files

On-Going Support and Training

After the initial implementation of M-Files, it’s normal for users to take some time to fully acclimate to the system. Continuous improvement is key, and ongoing training plays a crucial role in mastering M-Files over time. However, quality training tailored to specific needs is more effective than frequent but inadequate training sessions. Don’t hesitate to reach out to your M-Files Reseller to arrange additional training sessions as needed.

To ensure the long-term success of your M-Files implementation, we’ll assist you in prioritising the capabilities that require immediate mastery. Our team will continue to guide and influence training efforts, providing benchmarks for regular check-ins to monitor progress.

Technology can sometimes encounter unexpected challenges, such as system outages or the need for additional support. For your peace of mind, consider opting for a support contract. At Range, we offer two options:

  1. Managed Support Agreement: This agreement provides comprehensive support tailored to your organisation’s needs, offering proactive assistance and ongoing maintenance to keep your M-Files system running smoothly.
  2. Pay As You Go Support: With this flexible option, you can access support services on an as-needed basis, paying only for the support you require when you need it.

Investing in a support contract ensures that you have access to the assistance you need, whether it’s for troubleshooting technical issues or seeking guidance on optimising your M-Files usage.

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

M-Files offers accelerated ROI through our Deployment Packages, providing all the essential components for realising a rapid return on investment.

With M-Files, businesses benefit from the flexibility of storing, sharing, and retrieving documents from a single location. Additionally, our powerful workflow engine enables the automation of digital business processes, further enhancing operational efficiency.

When assessing the ROI of M-Files, it’s crucial to examine its performance with leading companies. Let’s analyse the experience of Booths & Associates, an engineering consulting firm based in North Carolina, which successfully integrated M-Files into their operations.

Previously, Booths & Associates deployed M-Files to enhance their document storage and search capabilities. The integration of automated documentation processes streamlined workflows, leading to increased productivity among their engineering teams. By leveraging metadata tagging and advanced search functionalities, Booths established uniform document repositories, reducing the time spent searching for relevant documents.

Since implementing M-Files, Booths & Associates achieved an impressive 378% annual ROI with just a 4-month payback period. This translates to an average annual benefit of $119,019, showcasing the tangible returns that M-Files delivers to businesses.

Ready to Get Started?

If you’re intrigued by the possibilities of M-Files and interested in exploring further, we invite you to request an easy online quote for M-Files licenses and implementation. Simply fill out the contact form, and our team will reach out to you promptly to discuss your requirements and provide a customised quote tailored to your needs.

Alternatively, if you prefer to speak with us directly about your M-Files implementation or have any questions, feel free to give us a call at 02 4944 1111. We’re here to assist you every step of the way and ensure a seamless transition to M-Files.

Let’s embark on this journey together and unlock the full potential of M-Files for your organisation!

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M-Files – The Best Content Management Software of 2024

Use content management software that’s simpler, faster, and more efficient than ever!

Technology has completely changed the way we do business, communicate with others, and achieve our goals. So – why do so many businesses seem stuck in the Stone Age when it comes to their document management systems? Let us help you evolve into a streamlined, well-managed, and efficient business by using M-Files. Start our 30-day trial and be blown away by the amazing results.

Let M-Files help you focus your valuable resources, capitalise on your investments, and empower your business to reach its full potential. Take a look at our engaging video to learn more!


The 2023 Gartner Magic Quadrant Most Visionary

M-Files received this recognition thanks to its prowess as a professional Content Services Platform. This award was bestowed based on M-Files’ innovative solutions, unstoppable growth, and seamless execution of state-of-the-art information management systems and solutions.


The Leader for 2023 Nucleus Research Technology Value Matrix

The fact that M-Files was recognized as a Leader in the 2023 Nucleus Research Technology Value Matrix for ECM is exceptional. The fact that they’ve consistently received this recognition for the past 10 years is almost unbelievable! Download the report to compare the top 17 Content Management vendors


The Top-Rated Enterprise Content Management (ECM) Software

End-Users on Trust Radius rated M-Files as one of the top providers of intelligent content management software at the enterprise level. M-Files received some of the highest scores that vendors could receive based on their product scalability and incredible performance.

What People Are Saying

They Manage their documents intelligently

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