What is the true cost of implementing your intranet?

What is the true cost of implementing your intranet?

For businesses planning to invest in a SharePoint intranet or a document management system, it is considered a significant undertaking.

In our experience working in the intranet industry and conversing with customers, we have noticed that many individuals tend to compare different intranet programs, often neglecting important aspects that could lead to unforeseen consequences. To avoid such misunderstandings, it is crucial to consider several key factors while selecting an intranet, which will be discussed in this article.

Additionally, we have included a comparison of prices for popular SharePoint intranet options.

Here are some alternative options to SharePoint intranet that you may consider.

Here are some alternatives for businesses using Office 365:

  • Establish an internal intranet.
  • Engage a specialist to develop one for your organization.
  • Invest in a pre-built intranet solution.
  • Download a standard Microsoft template.

A pre-configured intranet, also known as an “Intranet in a box,” suits firms lacking internal IT expertise and seeking a swift solution. It’s easy to deploy, with continuous support and feature enhancements. Security and Microsoft software updates are managed for you, alleviating concerns in these areas.

What is an intranet-in-a-box?

During a product demo, it is common for people to concentrate on the features of the product and how they can address their specific requirements. This approach is also applicable to intranet-in-a-box software.


When looking for an intranet product, you may come across the following options:

  • Per feature
  • Per user

Per Person

Every vendor strives for simplicity, and while pricing per user may seem like the most direct approach, is it truly? Consider these questions to pose to your vendor:

  • Does the vendor charge a one-time setup fee or impose a minimum requirement?
  • What happens if your user count fluctuates?
  • Does the vendor monitor active users? How is a new licensing increase enforced?
  • Will users encounter unexpected alerts on pages if exceeding the limit?
  • Are there any supplementary platform fees, such as Office 365 license fees?
  • Is this the final price per user?

This pricing model typically indicates a pay-as-you-go approach, but it’s prudent to confirm. It also implies that the product may lack flexibility (to maintain the set cost) and that customization options for certain aspects of your intranet may be limited, so be sure to ask your vendor about this.

These are important factors to consider. The responses you receive from your vendor may meet your expectations exactly, without any unforeseen surprises.

Range for one

This price technique frequently implies that the vendor divides the services required for a successful product deployment into small, medium, and large categories.

The level of support required to establish an intranet in a large firm will differ significantly from that needed for a small organization. Understanding this, the vendor tailors its offering and incorporates the services required for success.

Inquiries to pose to your vendor:

  • Is there a monthly subscription fee, or is it a one-time payment?
  • What additional benefits are included beyond the initial year of the subscription?
  • Is a time commitment required for a subscription (2 years, for example)?
  • What happens when you reach the end of your range?

What extra perks come with the subscription after the first year? Is there a mandatory minimum subscription period (e.g., 2 years)? What happens when you hit the maximum usage limit?

Per Feature

Certain companies adopt a pricing structure referred to as “price per module.”

Having clarity on the modules you require entails comprehending the nature of your project. Since many clients seek guidance in determining the ideal module configuration, this pricing model often indicates that the vendor plans to deploy via partners. These partners then collaborate with clients to assess their needs and propose suitable setups.

This doesn’t prevent you from buying your intranet directly from the vendor. You just need to be clear about your requirements. It’s beneficial to understand how to design and implement your configuration.

Inquiries to pose to your vendor:

  • Is there a monthly subscription fee, or is it a one-time payment?
  • Who is available to provide support? What services are available? Is it solely technical assistance, or do they also offer training and ongoing support?
  • What is the vendor’s stance on upgrades and extensions? Considering modular purchases may involve integration with other third-party modules, it’s important to understand their policy.

Incorporating Enhancements

Certain customers I engage with anticipate that an “intranet-in-a-box” encompasses not only the core intranet product but also any additional features they need. While this is often true, it may not always be the case.

The product may be extremely rigid, and few items on the market adhere to this guideline.

Of course, as with anything, some gurus and consultants can solve any integration problem, but this might become a hidden expense if not disclosed beforehand.

If you are interested in learning more about Intranet and using it to your advantage, please contact us.

At Alcero, we offer personalized advice on everything you need to know to make it the perfect management tool for your company. Learn more about the difference between Intranet and an extranet. Ask for more information about our EDM services at 514-316-5064 or [email protected].