What small-business software actually costs

Every price below was read from the vendor's own pricing page — not estimated, not copied from another article. We re-check them weekly and publish every change we find.

Last full verification: 2026-07-30 · 28 products · US pricing in USD, annual-billing rate unless noted · how we verify

Three things this table shows that vendor pages don't

Pricing models don't scale alike. Per-user, per-device, and per-organisation costs diverge fast as you grow — and per-device means a laptop plus a desktop is two licences.
Monthly billing carries a real penalty. Where a vendor offers the choice, the premium is shown below.
Promotional rates expire. Where a headline price is a new-customer promotion, the note says so — budget for month 13, not month 1.

Passwords

Product	Plan	Model	1	5	10	25	Free tier
1Password 1Password cost at 1–25 people →	Business Business is the per-user plan. Most small teams should look at the Teams Starter Pack instead — tracked separately below.	per user	$8.99	$44.95	$89.90	$224.75	None (14-day trial)
1Password 1Password cost at 1–25 people →	Teams Starter Pack Flat $24.95 for the first 10 members, then $4.99 per additional seat to a hard ceiling of 20. At 21 people the plan cannot be bought and you move to Business at $8.99/user — $74.85 becomes $188.79. Every member also gets a free 1Password Families plan for personal use.	per org (10 incl.)	$24.95	$24.95	$24.95	$99.80	None (14-day trial)
Bitwarden Bitwarden cost at 1–25 people →	Teams Annual billing only. Enterprise ($6/user, tracked separately) adds SSO, policies and a free Families plan per user. Secrets Manager is a separate add-on at $6/user. No affiliate programme — we recommend it on merit.	per user	$4	$20	$40	$100	Free personal plan; free 2-person org for sharing
Bitwarden Bitwarden cost at 1–25 people →	Enterprise Adds passwordless SSO, granular access control, enterprise policies, self-hosting and Access Intelligence over Teams. Also includes a free Bitwarden Families plan for every user (retail $47.88/yr, 6 accounts) — Teams does not. Annual billing only. Secrets Manager is a separate add-on at $12/user.	per user	$6	$30	$60	$150	Free personal plan; free 2-person org for sharing
Proton Pass Proton cost at 1–25 people →	Pass Essentials Monthly billing is 2.5× the annual rate ($4.99 against $1.99), which is what the page’s “60% OFF” badge refers to — not a time-limited offer. Billed at $23.88/user/year. Pass Professional is $4.49 and adds SSO, SCIM and activity logs. Prices render in the browser, so automated checks flag this page spuriously.	per user	$5.97	$9.95	$19.90	$49.75	No business free tier (14-day trial)
Keeper Keeper cost at 1–25 people →	Business Starter Starter is capped at 10 seats; Business tier is $4/user. Many paid add-ons.	per user	$10	$10	$20	$50	None (trial)
NordPass NordPass cost at 1–25 people →	Business Prices exclude VAT. 2-year term drops to $3.59.	per user	$19.95	$19.95	$39.90	$99.75	No business free tier (14-day trial)
Dashlane Dashlane cost at 1–25 people →	Omnix Password Management Business SKUs rebranded "Omnix".	per user	$8	$40	$80	$200	No business free tier (14-day trial)

Monthly cost at each team size, annual-billing rate. Sources: 1Password · 1Password · Bitwarden · Bitwarden · Proton Pass · Keeper · NordPass · Dashlane

Backup

Product	Plan	Model	1	5	10	25	Free tier
Computer Backup Backblaze cost at 1–25 people →	Business Unlimited storage per computer ($99/yr). Priced per MACHINE — a laptop plus a desktop is two licences.	per device	$8.25	$41.25	$82.50	$206.25	Trial only
IDrive Team IDrive cost at 1–25 people →	Team (5 users, 5 TB) Pooled 5 TB across 5 users — far cheaper than per-machine backup, but the quota is shared.	pack of 5	$9.99	$9.99	$19.98	$49.95	Basic free, 10 GB
True Image Acronis cost at 1–25 people →	Advanced Priced per YEAR per computer. 5-computer licence $169.99/yr is far better value than 5 singles.	per device billed yearly	$6.08	$30.41	$60.82	$152.06	30-day trial

Monthly cost at each team size, annual-billing rate. Sources: Computer Backup · IDrive Team · True Image

Email & office

Product	Plan	Model	1	5	10	25	Free tier
Google Workspace Google cost at 1–25 people →	Business Starter 30 GB pooled storage per person, 100-participant meetings, no meeting recording. Annual-commitment rate; Google states a 1-year commitment saves 16% against flexible billing. The $8.40 flexible rate was verified 2026-07-30 and is not currently shown on the public pricing page.	per user	$7	$35	$70	$175	14-day trial
Google Workspace Google cost at 1–25 people →	Business Standard 2 TB pooled storage per person, 150-participant meetings WITH recording, appointment booking, eSignature in Docs, and the Workspace Migrate tool. Gemini extends beyond Gmail into Docs, Meet and more. Business Plus is $22 and adds Vault, eDiscovery and 5 TB.	per user	$14	$70	$140	$350	14-day trial
Microsoft 365 Microsoft cost at 1–25 people →	Business Basic WEB AND MOBILE APPS ONLY — no desktop Office. Includes 1 TB OneDrive per user plus a 100 GB mailbox with 50 GB archive, which is far more storage than Google Business Starter gives at the same $7. Quoted as an annual subscription paid yearly; Microsoft displays no monthly option on this page. Cancelling deletes the associated data, per their footnote.	per user	$7	$35	$70	$175	1-month trial (card required)
Microsoft 365 Microsoft cost at 1–25 people →	Business Standard with Copilot The cheapest Microsoft business plan that includes DESKTOP Office (5 PC/Mac, 5 tablets, 5 phones). As of this check Microsoft offers no Business Standard without Copilot on its comparison page — the tier most articles still cite at around $12.50 is not among the three plans listed. Storage and mailbox are identical to Basic; you are paying for desktop apps and Copilot. Business Premium with Copilot is $32 and adds Windows 11 Pro and a 1.5 TB archive.	per user	$23.50	$117.50	$235	$587.50	1-month trial (card required)

Monthly cost at each team size, annual-billing rate. Sources: Google Workspace · Google Workspace · Microsoft 365 · Microsoft 365

CRM

Product	Plan	Model	1	5	10	25	Free tier
Pipedrive Pipedrive cost at 1–25 people →	Lite Renamed: Essential → Lite, Advanced → Growth ($39). Monthly billing costs 71% more.	per user	$14	$70	$140	$350	None (14-day trial, no card)
Capsule CRM Capsule cost at 1–25 people →	Starter The free tier genuinely covers a small shop where only two people touch the pipeline. CORRECTED 2026-08-18: monthly billing DOES exist (vendor page has a Pay Annually / Pay Monthly toggle, annual "saves up to 14%"). We previously recorded this as annual-only, which was wrong. The per-tier monthly figure is JS-rendered and not yet verified, so monthlyRate stays null rather than guessed — MANUAL CHECK. Ladder above Starter: Growth $36, Advanced $54, Ultimate $72 (annual).	per user	$18	$90	$180	$450	Free: 2 users, 250 contacts, 1 pipeline
HubSpot HubSpot cost at 1–25 people →	Starter Customer Platform $7 is a flagged new-customer promotion; the standing monthly list price is $20/seat. Budget for month 13.	per user	$7	$35	$70	$175	Free tools: 2 users, 1,000 contacts

Monthly cost at each team size, annual-billing rate. Sources: Pipedrive · Capsule CRM · HubSpot

Accounting

Product	Plan	Model	1	5	10	25	Free tier
Zoho Books Zoho cost at 1–25 people →	Standard Priced per organisation, not per user — 3 users included, then $2.50 each.	per org (3 incl.)	$15	$20	$32.50	$70	Free forever if revenue under $50K/yr (1 user + accountant)
Wave Wave cost at 1–25 people →	Pro $190/yr. The free tier is genuinely usable for a solo business.	per org	$15.83	$15.83	$15.83	$15.83	Starter free: unlimited invoicing and bookkeeping (card fees apply)
QuickBooks Online Intuit cost at 1–25 people →	Simple Start Per company, with user caps by tier: Essentials $75 (3 users), Plus $115 (5), Advanced $275 (25). Payroll is extra.	per org (1 incl.)	$38	$38	$38	$38	None (30-day trial or 50% off 3 months)
FreshBooks FreshBooks cost at 1–25 people →	Lite Lite caps at 5 billable clients; Plus ($43) allows 50. Extra team members $11/mo each. Yearly billing takes a further 10% off.	per org (1 incl.)	$23	$67	$122	$287	None (30-day trial)

Monthly cost at each team size, annual-billing rate. Sources: Zoho Books · Wave · QuickBooks Online · FreshBooks

E-signature

Product	Plan	Model	1	5	10	25	Free tier
SignWell SignWell	Business (3 senders) Light plan $10/mo covers a single sender. Unlimited documents on all paid plans.	per org (3 incl.)	$30	$54	$114	$294	Free: 3 documents/month, 1 sender

Monthly cost at each team size, annual-billing rate. Sources: SignWell

Project management

Product	Plan	Model	1	5	10	25	Free tier
Trello Trello cost at 1–25 people →	Standard Cheapest paid project tool we track. Premium is $10 annual / $12.50 monthly and adds calendar, timeline and dashboard views; Trello describes Premium as "best for teams up to 100". The free tier is genuinely usable for a small team whose constraint is boards rather than people.	per user	$5	$25	$50	$125	Free for up to 10 collaborators per Workspace; unlimited cards, 10 boards
ClickUp ClickUp cost at 1–25 people →	Unlimited Business is $12 annual / $19 monthly and adds SSO-adjacent admin features. The free tier caps storage rather than people, which is the opposite trade from Asana and matters if your constraint is head-count.	per user	$7	$35	$70	$175	Free Forever: UNLIMITED members, unlimited tasks, 60 MB storage
Notion Notion cost at 1–25 people →	Plus Business is $20 annual / $24 monthly. Notion is a documents-first tool that teams use for projects rather than a project tool — worth knowing before comparing it feature-for-feature with Trello or Asana.	per user	$10	$50	$100	$250	Free tier positioned for individuals; no member cap stated on the pricing page
Asana Asana cost at 1–25 people →	Starter The free Personal plan is capped at two users — the same trap as the HubSpot and Capsule CRM free tiers, where the binding limit is your third hire rather than any feature. Advanced is $24.99 annual / $30.49 monthly.	per user	$10.99	$54.95	$109.90	$274.75	Personal: free forever, capped at 2 USERS

Monthly cost at each team size, annual-billing rate. Sources: Trello · ClickUp · Notion · Asana

Forms

Product	Plan	Model	1	5	10	25	Free tier
Jotform Jotform	Bronze Single-user plans; Bronze allows 25 forms and 1,000 submissions/month.	per org (1 incl.)	$34	$34	$34	$34	Starter free: 5 forms, 100 submissions/month

Monthly cost at each team size, annual-billing rate. Sources: Jotform

The monthly-billing penalty

Where a vendor lets you choose, paying monthly instead of annually costs more — sometimes a lot more. If you're confident you'll keep a tool twelve months, this is the largest discount available to a small team.

Product	Annual rate	Monthly rate	Premium
HubSpot — Starter Customer Platform	$7	$20	+186%
Proton Pass — Pass Essentials	$1.99	$4.99	+151%
Pipedrive — Lite	$14	$24	+71%
NordPass — Business	$3.99	$5.99	+50%
ClickUp — Unlimited	$7	$10	+43%
Zoho Books — Standard	$15	$20	+33%
Asana — Starter	$10.99	$13.49	+23%
IDrive Team — Team (5 users, 5 TB)	$9.99	$11.99	+20%
Google Workspace — Business Starter	$7	$8.40	+20%
Wave — Pro	$15.83	$19	+20%
SignWell — Business (3 senders)	$30	$36	+20%
Trello — Standard	$5	$6	+20%
Notion — Plus	$10	$12	+20%
Jotform — Bronze	$34	$39	+15%
Computer Backup — Business	$8.25	$9	+9%

How to use this

Price your own stack with the cost calculator — it flags where you're paying twice for the same category.
Compare against a full stack: our costed benchmark puts a complete six-category stack at $216.25/month for five people — and a deliberately lean version at $74.99.
Watch for changes: the price-change log records what moved and when.

Prices change without notice and vary by region, promotion, and negotiated terms. Always confirm on the vendor's page before purchasing — every product above links to its official source. This page contains no affiliate links.

Get told when these prices change

We re-check all 20 vendors' pricing pages every Monday. When something moves you get one short email: what changed, by how much, the source link, and what it means at your head-count. When nothing moves, one line a month saying so.