CogniDox – On-Premise Pricing

CogniDox DMS is for on-premise deployment, using your own servers with IT administration by your staff. Because it runs on your own infrastructure, the cost is for Licensing only.

There are two ways to buy licenses: Subscription and Perpetual. Subscription licenses allow you to combine on-premise deployment and the pay as you go model normally found in SaaS pricing.

Perpetual licenses allow you to purchase the license upfront, and then decide if you want to pay for support and software upgrades from the second year onwards.

Both licenses provide the same features and technical support levels.


To purchase a license you need to calculate the total number of users who can login with user rights to the CogniDox DMS. You pay for the exact number of users only.

Pricing Tier Per Month (GBP) Per Month (USD)
Users 1-100 £15 per user $22 per user
Users 101-500 £10 per user $15 per user
Users 501-1000 £8 per user $12 per user
Users 1000+ £7 per user $10 per user

The minimum subscription period is 3 months, which is also the billable period (we invoice quarterly).

If you have users who only need to read documents, then ask us about subscriptions for Guest Users.

Perpetual License

You pay a one-time, up-front license payment for a block of users. Renewal of support is calculated at 20% of the license cost, and is payable from Year 2 onwards (Year 1 is included in price).

Number of Users Upfront License Annual Support (Year 2) Annual Support (Year 3) Annual Support (Year 4)
100 Users £30,000 £6,000 £6,000 £6,000
250 Users £60,000 £12,000 £12,000 £12,000
500 Users £110,000 £22,000 £22,000 £22,000
1000 Users £190,000 £38,000 £38,000 £38,000

Comparing Licenses

Installation, Configuration, Training, Upgrades, and Support is included with either a Subscriptions or a Perpetual license.

The Subscriptions license is better if you want to minimise the upfront cost. On the other hand, a Perpetual license offers a lower total cost of ownership (TCO) measured over a five-year period.

With an on-premise deployment, you need to budget for the costs of purchasing servers and installing in your network. There are the costs of IT staff to administer the system and perform updates as required. CogniDox DMS requires a minimum of one server (running CentOS / RHEL or a virtualization environment), and a second server with a Microsoft Office license is recommended for optimum PDF conversion. If you require server redundancy / failover or a clustered server environment, that will of course require extra servers.