# SAP Business One License Cost and TCO Calculator

> Source: https://netray.co/tools/sap-business-one-license-cost-tco-calculator
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Free Tools

## Short answer

Enter professional and limited user counts, prices from your quote, maintenance and services ratio to see total cost of ownership over your horizon.

## Category

sap

## Erp

SAP Business One

## Industry

Discrete Manufacturing

## Audience

- SMB manufacturer
- SAP Business One partner
- Finance controller

## Tool

**Kind:** calculator

**Currency:** $

**Inputs:**

#### Professional users

**Key:** pro_users

**Type:** number

**Default:** 10

**Min:** 0

**Step:** 1

**Unit:** users

**Help:** Users who need full access to modules such as production, MRP, purchasing and finance.

#### Price per professional user

**Key:** pro_price

**Type:** number

**Default:** 3200

**Min:** 0

**Step:** 50

**Unit:** $

**Help:** Use the figure on your partner quote. List prices vary by region and licence model.

#### Limited users

**Key:** lim_users

**Type:** number

**Default:** 6

**Min:** 0

**Step:** 1

**Unit:** users

**Help:** Users with restricted scope such as logistics, CRM or financial view.

#### Price per limited user

**Key:** lim_price

**Type:** number

**Default:** 1700

**Min:** 0

**Step:** 50

**Unit:** $

#### Annual maintenance

**Key:** maint_pct

**Type:** number

**Default:** 20

**Min:** 0

**Max:** 40

**Step:** 1

**Unit:** % of licence

**Help:** Take the rate from your contract. Subscription models fold this into the fee.

#### Implementation services per $1 of licence

**Key:** svc_ratio

**Type:** number

**Default:** 1.5

**Min:** 0

**Step:** 0.1

**Unit:** ratio

**Help:** Partner services are commonly quoted as a multiple of licence value for manufacturers with production and MRP.

#### Planning horizon

**Key:** years

**Type:** slider

**Default:** 5

**Min:** 1

**Max:** 10

**Step:** 1

**Unit:** years

**Outputs:**

#### One-time licence cost

**Key:** licence

**Expr:** pro_users * pro_price + lim_users * lim_price

**Format:** currency

#### Annual maintenance

**Key:** maint

**Expr:** licence * maint_pct / 100

**Format:** currency

#### Implementation services

**Key:** impl

**Expr:** licence * svc_ratio

**Format:** currency

#### Total cost over horizon

**Key:** tco

**Expr:** licence + impl + maint * years

**Format:** currency

**Primary:** true

**Description:** Licence plus services plus maintenance for every year in the horizon. Excludes hardware, hosting and internal staff time.

#### Cost per user per year

**Key:** per_user_year

**Expr:** tco / years / (pro_users + lim_users)

**Format:** currency

**Primary:** true

#### Maintenance share of TCO

**Key:** maint_share

**Expr:** if(gt(tco,0), maint * years / tco * 100, 0)

**Format:** percent

**Chart:**

#### Total cost versus professional users

**Type:** line

**X:** pro_users

**From:** 1

**To:** 100

**Steps:** 30

**Series:**

- tco

**Disclaimer:** Prices are inputs you supply. This is a planning model, not a quote. Confirm licence types, minimums and subscription terms with your SAP partner.

## Content

**Intro:** Budget conversations for SAP Business One usually start with a per-user price and end somewhere much higher. This calculator rolls licence, maintenance and implementation services into one multi-year number so you can compare it fairly with a subscription offer or another ERP.

**Sections:**

#### How to use it

**Body:** Take the user counts and unit prices from your partner quote. Professional users get broad module access; limited users cover narrower roles. Set maintenance to the contract rate and the services ratio to what your partner estimated for your scope. Drag the horizon slider to see how the picture changes at three, five and seven years.

**Bullets:**

- Use quote prices, not list prices from the web
- Keep the horizon equal across competing options
- Run it twice: once with subscription pricing folded into maintenance

#### The formula behind it

**Body:** Licence = professional users x price + limited users x price. Maintenance per year = licence x rate. Services = licence x ratio. Total cost = licence + services + maintenance x years. Cost per user per year divides that total by the horizon and the combined user count. The chart sweeps professional users to show how cost scales with seat count.

#### Reading the result

**Body:** For a manufacturer, services often exceed licence in year one because production orders, bills of material, MRP and costing need configuration and data migration. Maintenance share shows how much of the long-run cost is recurring. If it exceeds a third at your horizon, ask whether a subscription gives you a cleaner comparison.

#### What this leaves out

**Body:** Hardware or hosting, add-ons from the partner ecosystem, custom reports and extensions, training, internal project staff, data cleansing, and upgrades are not included. Add them as a separate contingency line when you present the budget to finance.

**Bullets:**

- Hosting or hardware
- Add-on and industry solutions
- Internal project time
- Integration with shop floor, EDI or e-commerce

**Cta:** If you want your quoted scope pressure-tested against how your plant actually runs, Netray can review it with you. Optional, and the calculator works without it.

**Faq:**

#### What is the difference between professional and limited users?

**Answer:** Professional users have broad access to most functions in the system, while limited users are licensed for a narrower scope such as logistics, CRM or read-oriented finance roles. The exact rights depend on the licence model, so check your quote and the licence guide.

#### Does this include hosting?

**Answer:** No. Hardware, cloud hosting, backups and database licences are separate. Add them as an extra line when comparing on-premise and hosted options so that the totals are like for like.

#### How accurate is the services ratio?

**Answer:** It is a planning assumption, not a rule. Simple distribution implementations can come in well below the default, while manufacturing with routings, MRP and data migration can run above it. Replace it with your partner's fixed-bid estimate.

#### Can I use it for subscription pricing?

**Answer:** Only roughly. The model counts licence once and maintenance every year. For a subscription, enter the annual fee as licence with maintenance at 100 percent, then subtract one year of fee from the total, because the licence line already covers year one.

## Search terms

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