ERP Migration & SelectionFree calculatorPDF, Excel, Word exportAcumaticaSMB Manufacturing

Acumatica and Sage Intacct Multi-Year TCO Calculator

Subscription ERP looks cheap in year one and expensive in year five if you only compare the first invoice. This calculator adds the subscription with its annual uplift, the one-time implementation and training, and recurring support, then shows the result per user per month so Acumatica, Sage Intacct and any other quote compare on the same basis.

Your numbers

Year-1 annual subscription

per year

From your vendor or partner quote. Include all modules and the resource or user tier you are buying.

Annual price uplift

5 %

Renewal escalator in the contract, plus any expected tier growth as you add users.

Implementation fees (one time)

one time

Partner services: configuration, data migration, integrations, reports.

Training and change management

one time

Annual admin and partner support

per year

Internal admin time at cost plus any partner support retainer.

Named users

users

Evaluation horizon

5 years

Your results

Total cost of ownership

$430,230

Cost per user per month

$239

Subscription over horizon

$265,230

Geometric sum of the annual subscription with the escalator applied each year.

Support over horizon

$60,000

One-time costs

$105,000

Average cost per year

$86,046

Planning model only. Use the figures from your signed quote and contract; vendor pricing models differ and change.

Free, optional. Reopen it on any device.

Save results:

Cumulative TCO and average yearly cost by horizon

Sweeps Evaluation horizon from 1 to 10, holding your other inputs fixed.

Second opinion on your ERP cost model

Send your assumptions and we will sanity-check them against how your plant actually runs.

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How to use it

Enter the year-1 subscription from each vendor quote, then the contractual renewal escalator. Add implementation and training fees as one-time costs and the annual cost of the admin and partner support you will need. Set the horizon, usually five years for an ERP decision, and read the cost per user per month. Run it once per vendor and compare the totals and the per-user figure, not the headline subscription.

The formula

Subscription over n years with uplift g is sub x ((1+g)^n - 1) / g, the sum of a geometric series, falling back to sub x n when g is zero. TCO is that plus support x n plus the one-time implementation and training. Cost per user per month is TCO divided by years, 12 and users. The chart sweeps the horizon so you can see where a lower-subscription option with a higher implementation fee overtakes the alternative.

Uplift compounds, so 5 percent over 5 years adds about 28 percent to the final-year price.
One-time costs dominate short horizons and fade in long ones.
Per-user cost is the fairest comparison across different licensing models.

Common mistakes

People compare list subscription with a competitor's all-in quote, forget that adding users or transaction volume moves the tier, and leave out internal admin time. Another miss is excluding hosting, integration middleware or third-party add-ons that one vendor bundles and another does not. Treat the result as a floor, add a contingency, and re-run it with a pessimistic uplift before presenting to finance.

Frequently Asked Questions

Does this include hardware?

No. It assumes a vendor-hosted subscription. If you must add on-premise servers, integration hosts or BI infrastructure, add them to the support or one-time lines so the comparison stays fair.

What uplift should I use?

Use the escalator written in the contract, commonly a few percent a year, then test a higher case. If the vendor prices by users or resources, include the growth you expect in the uplift figure.

Why is cost per user per month useful?

It normalises different pricing models, such as per-user, resource-based or revenue-tiered, so two quotes with different structures become directly comparable for the same headcount.