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Any named individual with a login, whether they upload documents or only read them. We do not distinguish read-only from full users, because in practice everyone ends up needing to do both and the distinction turns into an administrative task nobody wants. External parties who sign a document through a secure link are not users and are not charged for.

Storage above the tier allowance is metered rather than blocked, so nothing stops working and no upload is refused. Overage is charged at $0.25 per GB per month, billed in arrears against actual usage. We would rather bill for the excess than have a document rejected because a quota was reached at the wrong moment — a hard cap on a document system fails at exactly the moment someone is trying to file something important.

Because a document management system without an audit trail, permission granularity and two-factor authentication is not a document management system — it is storage. Charging extra for those would mean selling something unsafe at the entry price, and the organisations least able to afford the upgrade are usually the ones with the least security capability of their own.

Monthly billing is genuinely month-to-month on every tier: cancel before the next billing date and the subscription ends when the paid period does. Annual billing carries a twelve-month minimum and renews for a further twelve unless either side gives 30 days’ notice, and we send a reminder 60 days ahead so the window never opens without warning. Stating that here rather than burying it in the terms is deliberate — auto-renewal with a short notice period is the term most often disputed after the fact.

Starter and Business are designed to be configured directly, so no. Enterprise includes a named implementation contact and migration assistance. Where a migration involves substantial data preparation — deduplicating an archive, reconstructing metadata — that is scoped separately and quoted against a fixed day rate rather than estimated as a percentage of licence value. We quote rather than publish a rate card because the work varies enormously by source system, and a published rate would either be padded for the worst case or wrong for it.

Upgrades take effect immediately and are charged pro rata for the rest of the term. Downgrades take effect at renewal rather than mid-term, and we will tell you before the renewal which configured features the lower tier does not carry. Retention rules and legal holds already in force keep operating: a downgrade never silently stops a legal hold, because a hold that lapsed because of a billing change is the kind of failure that surfaces in litigation rather than in an invoice.

A full tenant rather than a restricted one: 14 days, up to 10 users, with AI processing enabled. Upload real documents, run OCR search, configure an approval workflow, send a signature request and read the audit trail. No card is required to start, and if you need longer to run a realistic evaluation, ask — a trial that expires halfway through a migration test has not told you anything useful.

It is an additional cost, and we would not pretend otherwise. The comparison worth modelling is against Microsoft 365 E5 licensing for everyone versus a focused system for the people who need document control. If only two departments need it, the arithmetic usually favours the focused system; if the whole organisation does, it usually does not.