Before deciding if SharePoint is the right solution for your business, it’s important to understand the potential costs involved. This guide will walk you through everything you need to know, including the costs of implementation, customization, and ongoing maintenance, as well as hidden expenses to consider.
Discover a Cost-Effective Alternative to SharePoint
CentricMinds provides all the collaboration tools you need—without the extra expenses.
See A DemoBefore you dive in, let’s explore the real numbers—licensing, implementation, customization, ongoing maintenance, and hidden costs—and why they add up so quickly.
How Much Does SharePoint Cost?
Microsoft SharePoint has a tiered pricing structure, but the costs go well beyond the subscription fee. Here’s the starting point:
| Plan |
Cost/User/Month |
Key Features |
| SharePoint Online Plan 1 |
$5 |
Basic document sharing, mobile apps, and file storage. |
| SharePoint Online Plan 2 |
$10 |
Adds unlimited storage, advanced search, and compliance tools. |
| Microsoft 365 E3 |
$33.75 |
Full Office apps (desktop + mobile) with enhanced security and collaboration features. |
| Microsoft 365 E5 |
$54.75 |
All E3 features + analytics, compliance, and advanced security tools. |
| Microsoft 365 F3 |
$8 |
Designed for frontline workers with web and mobile app access only. |
Example: Licensing Costs for a 250-Person Company
- 50 frontline workers (F3) - $4,800/year.
- 200 office staff (E3) - $81,000/year.
Total Licensing Cost: $85,800/year.
What Could SharePoint Really Cost?
While SharePoint’s licensing fees may seem manageable, the total cost can skyrocket when you factor in customization, integrations, ongoing support—and time. Let’s break it down:
1. Setup and Implementation
SharePoint requires significant planning and resources for setup, especially for growing organizations.
| Business Size |
Estimated Cost |
Details |
| Small to Medium Businesses |
$25,000–$75,000 |
Initial setup of workflows, permissions, and basic integrations. |
| Larger Organizations |
$75,000–$150,000 |
For complex needs and enterprise-scale rollouts. |
This includes workflow mapping, setting up permissions, and tailoring the platform to your business needs.
2. Ongoing Maintenance Costs
Maintaining SharePoint is an ongoing expense. Here’s what a typical year might cost:
| Category |
Estimated Annual Cost |
Details |
| IT Staff |
$75,000–$150,000 |
A SharePoint administrator or external consultant to manage updates, permissions, and troubleshooting. |
| Training |
$5,000–$20,000 |
Onboarding new hires and keeping employees updated on new features. |
| Storage Costs |
$2/GB/month |
Additional storage if your organization exceeds the included limit (e.g., for large file libraries). |
| Customizations/Updates |
$20,000–$50,000 |
Fixing or upgrading workflows and integrations as SharePoint evolves. |
Example: Annual Maintenance for a 250-Person Company
- IT Staff - $100,000/year for an in-house SharePoint admin.
- Training - $10,000/year for ongoing employee education.
- Storage - 5TB over the free limit at $2/GB/month = $10,000/year.
- Customizations - $30,000/year for periodic updates and fixes.
Total Ongoing Maintenance: $150,000/year.
3. Customization
Customization needs can vary widely, from simple branding changes to complex integrations with enterprise systems.
Why Costs Vary
Scope of Customization: A small set of workflows might cost around $50,000+, but a fully integrated intranet connected to enterprise tools (e.g., Salesforce or Workday) can run into hundreds of thousands.
Consultant or Specialist Rates -
Freelancers - $75–$150+/hour.
Small Firms or Independent Teams - $150–$250+/hour.
Large Consulting Firms - $500–$1600+/hour.
Industry Complexity - If your business operates in a highly regulated sector like healthcare or finance, compliance requirements can add significant costs. These advanced features don’t come cheap.
| Task |
Estimated Cost |
Details |
| Workflow Automation |
$50,000–$150,000 |
Automating complex processes like approvals, compliance tracking, and notifications. |
| Advanced Integrations |
$75,000–$200,000 |
Connecting SharePoint to systems like Salesforce, Workday, or SAP. |
| Custom Reporting & Governance |
$25,000–$75,000 |
Dashboards and tools for leadership visibility and data compliance. |
| End-to-End Rollout |
$100,000–$400,000 |
Multi-department deployment with user adoption strategies and ongoing support. |
If you're considering SharePoint for your business, it’s natural to ask, “What’s this really going to cost?” The truth is, SharePoint isn’t just a subscription fee—it’s an investment, and the actual costs can add up fast.
CentricMinds Simplify Your Teamwork
Collaboration made easy with powerful tools, transparent pricing, and quick setup.
Book A Demo4. Considering Time and Potential Delays
Time can be one of the biggest hidden costs of implementing SharePoint, especially for organizations of 250+ employees.
| Category |
Estimated Hours |
Details |
| IT Team |
360–480 hours |
Configuring workflows, user permissions, and integrations over six months (15–20 hours per week). |
| Department Leads |
240 hours |
Testing workflows, refining processes, and participating in planning meetings (10 hours/week). |
| Employee Training |
500–1,250 hours |
2–5 hours of training per employee, depending on role (for 250 employees). |
Total Time Investment: 1,000–2,000 hours over six months.
Delays and Rework:
Organizations may encounter:
- Customizations Requiring Refinement - Some workflows or integrations might need further adjustments to align with business goals.
- Adoption Challenges - Employees may need additional training or usability improvements.
5. Hidden Costs to Watch Out For
| Hidden Cost |
Potential Expense |
Details |
| Time Delays |
Project overruns |
Extended setup or rework can delay your go-live date by weeks or months. |
| False Starts |
$10,000–$50,000+ |
Failed workflows or underutilized customizations often need to be rebuilt, incurring extra costs. |
| Storage Overages |
$2/GB/month |
Exceeding included storage limits adds ongoing monthly costs. |
| Training Costs |
$5,000–$20,000/year |
Employees often need extra training. |
| Integration Repairs |
$10,000–$30,000/year |
Updates to SharePoint may mean that integrations with your systems need fixing. |
6. Time-to-Value: How Long Until You See ROI?
With SharePoint, ROI often depends on:
- Customization Complexity - Highly tailored solutions can take 6–12 months to implement fully.
- Adoption Rates - Employees need time to learn the platform, which can delay efficiency gains.
- Integration Needs - Connecting SharePoint to enterprise tools (e.g., Salesforce, Workday) can extend time-to-value.
Example
A 250-person company may not achieve full adoption or measurable ROI for 12–18 months, depending on the complexity of their setup.
Why CentricMinds Might Be a Better Fit
| Feature |
CentricMinds |
SharePoint |
| Setup Time |
Days |
Weeks or months. |
| Customization Costs |
None—already included. |
$100,000–$400,000+. |
| Ongoing Costs |
Minimal, handled for you. |
$150,000/year for IT support. |
| Ease of Use |
User-friendly from Day 1. |
Requires training and admin help. |
Is SharePoint Worth It?
SharePoint is a robust collaboration tool, but it’s not for everyone. If SharePoint’s complexity and high costs feel like a barrier, CentricMinds offers a simpler, faster, and affordable alternative for intranet and workplace collaboration.
What CentricMinds Offers
If you're considering an alternative to SharePoint, CentricMinds delivers exceptional value by offering the following:
- Built-in Features - Chat, Page Content, Setup Multiple Intranet Sites, Forms, workflows, task management, and employee engagement tools included at no additional cost.
- Ease of Use - Designed for non-technical users, eliminating the need for extensive training or IT support.
- Quick Setup - Get up and running in days, compared to the weeks or months often required for SharePoint.
- Affordable Pricing: Transparent and predictable pricing without hidden fees.
- Employee App: Chat, News, Task Management, Wellbeing Check-ins, and more makes it easy for your teams to connect anytime.
- Personalized Feeds: Help teams stay informed and engaged with targeted content.
Next Steps
Want to explore more? We’ve written an in-depth article on The Pros and Cons of SharePoint. It’s a must-read for understanding SharePoint’s complexities and how CentricMinds stacks up.
Or, if you’re ready to simplify your workflows and transform your team’s productivity, Schedule a Demo Today and see how CentricMinds can work for you.
FAQ's
Do I need an IT team to manage SharePoint?
Most of the time, yes. SharePoint can be pretty technical, especially when it comes to setting up workflows, managing permissions, or fixing issues. If you don’t have an IT team, it might feel overwhelming. That’s why tools like CentricMinds are a great alternative—they’re much easier to manage without needing tech experts.
What is the best alternative to SharePoint?
A great alternative to SharePoint is CentricMinds. It’s easy to use, doesn’t need a huge IT setup, and comes with built-in features like workflows, forms, and collaboration tools. If you want something simple and cost-effective, it’s definitely worth considering.
Is SharePoint the right tool for my business?
It depends on your needs. SharePoint is powerful but can be complex and expensive to set up and maintain. If you have a dedicated IT team and need advanced customization, it might work for you. But if you’re looking for a simpler, more affordable option, tools like CentricMinds could be a better fit—they’re easier to use and include all the features you need without the hassle.
