Turn users, years and an illustrative per-user price range into a low and high total cost, including one-time implementation, migration and training.
Use this estimator to build a first, defensible budget range before you ask vendors for quotes, or to sanity-check a quote you already have. It answers one question: over the years you plan to keep the system, what could the subscription plus the one-time project cost add up to?
How to fill it in. Multiply the number of users who need a full licence by the number of years you are comparing (for example 15 users × 5 years = 75 user-years). Pick a system type or type your own per-user yearly price range from the quotes you have. Put every one-time cost in the fixed field: partner implementation, data migration, integrations, training, and internal back-fill for staff seconded to the project.
Formula. Low estimate = user-years × low price per user-year + one-time costs. High estimate = user-years × high price per user-year + one-time costs.
Worked example (illustrative). 15 users for 5 years is 75 user-years. At an illustrative $1,500 to $3,000 per user per year that is $112,500 to $225,000 of subscription. Add $60,000 of one-time costs and the five-year range is $172,500 to $285,000 before sales tax.
Limits. The ranges in the menu are placeholders to show the arithmetic, not survey data or any vendor's price. The tool does not apply renewal uplifts, exchange-rate moves, GST/HST/QST or module add-ons; use the renewal and FX buffer calculator for those and read the five-year TCO guide for the cost lines this simple model leaves out.
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