Cloud MRP Vendor Quote Comparison Worksheet
A low monthly price rarely means a low total cost. This worksheet compares quotes over the full contract term, including platform fees, add-ons and one-time implementation, so the comparison is fair across subscription, modular and open-source options.
| Vendor option | Users | Per user per month | Platform fee per month | Add-ons per month | One-time implementation | Term (years) | Total cost over term | Average per year | |
|---|---|---|---|---|---|---|---|---|---|
$28,548 | $9,516 | ||||||||
$37,560 | $12,520 | ||||||||
$31,320 | $10,440 | ||||||||
$36,000 | $12,000 |
Example figures are illustrative placeholders, not real vendor prices. Replace them with written quotes and add rows for hosting, support plans, extra warehouses and integrations.
Quote review
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How to use it
Create one row per option. Enter users, per-user price, platform fee and add-on fees per month, one-time implementation, and the term in years. The worksheet calculates the total cost over the term and the average per year. Replace the example numbers with figures from written quotes, and add extra rows for different tiers from the same vendor.
- Use written quotes only
- Include integrations as add-ons
- Add support and hosting if separate
- Compare over three to five years
What goes into total cost
Recurring costs are users times price, plus platform and add-on fees, multiplied by twelve months and the term. One-time implementation covers configuration, data migration and training. Open-source products such as Odoo Community or ERPNext may have no license fee but need a partner or internal developer; put that effort in implementation and add-ons. Remember that your own staff time is covered in the project plan worksheet.
Reading the comparison
Look at average per year and at the spread between options. If the cheapest option relies on custom work that the more expensive option includes, the true spread may be zero. Check price escalation clauses, user count growth and the cost of leaving: data export rights and notice periods matter as much as price.
Common mistakes
Comparing one-year monthly prices, forgetting limits on API calls or locations that trigger higher tiers, and leaving out payment gateway or shipping connector fees. Also test your user count: occasional users like the owner or the accountant may need full seats in some products and free access in others.
Frequently Asked Questions
What is a reasonable evaluation term?
Three to five years. Shorter hides implementation cost, longer adds uncertainty about growth and price changes. Use the same term for all options.
How do I price an open-source ERP?
Include hosting, a partner or developer for setup and customization, and maintenance for upgrades. The license may be free, but these costs are not.
Should I include my internal staff time?
Yes, ideally as a separate line using the project plan worksheet. It is real cost and often as large as the vendor fee.
Are the example prices real?
No. They are placeholders to show the arithmetic. Always use current written quotes from each vendor.
Netray can review quotes for hidden integration or customization costs given your ERP landscape.
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