The question about the cost of DMS is the one we hear most often
from construction and manufacturing companies. And most often, the answer is “it depends.” That’s why, instead of vague estimates, we provide realistic price ranges.
Information about the Document Management System (DMS)
01 // Estimated costs of implementing a DMS
Small business (up to 30 employees, 1–5 construction sites/locations): PLN 15,000–40,000 net. Includes: audit, configuration, training, and 3 months of support.
Medium-sized company (30–150 employees, 5–15 construction sites): PLN 40,000–120,000 net. Includes: audit, custom workflows, integration with ERP/email, training, and 6 months of support.
Large company (150+ employees, 15+ construction sites): starting at 120,000 PLN net. Includes: full customization, multi-branch support, AI/OCR, integrations, SLA.
02 // What affects the price?
- Number of users and locations
- The complexity of the processes (number of document types, number of approval workflows)
- Integrations with other systems (ERP, email, cloud)
- The need for mobile access
- AI/OCR for automatic document recognition
03 // What we don't charge for
The initial consultation (30–60 minutes) is free of charge. We do not charge for estimates or preliminary audits. If, after our discussion, we determine that a standard off-the-shelf DMS will suffice, we will tell you so directly.
04 // How much does it cost NOT to have DMS?
We calculated this based on data from a client in the construction industry (10+ construction sites):
- Managers' lost time: ~45,900 PLN/month
- Contractual penalties for missing documentation: PLN 50,000–500,000 per incident
- Legal services for disputes: PLN 15,000–40,000 per dispute
- Annual total: up to 800,000–1.2 million PLN
A DMS implementation typically pays for itself within 4 to 8 months.
05 // Post-implementation maintenance costs
Implementing a DMS is not a one-time expense. The system is a living entity—it requires hosting, updates, support, and maintenance. That is why, once it goes live, we switch to a monthly maintenance fee.
Estimated living expenses:
Small business (up to 30 employees): PLN 2,000–3,000 net/month. Medium-sized business (30–150 employees): PLN 3,000–5,000 net/month. Large business (150+ employees): custom pricing based on the SLA and the scale of the infrastructure.
What is included in the monthly flat rate:
→ Hosting and cloud infrastructure (Microsoft Azure) — the system runs on our servers; you don’t need to maintain your own
→ Updates and patches — security, regulatory compliance, and new features at no extra cost
→ SLA and technical support — guaranteed response times, not “we’ll get back to you within 5 business days”
→ Backup and disaster recovery — daily backups, recovery in case of failure
→ Dedicated account manager — a single point of contact who knows your company and your system