FAQs
How to Compare eSignature Platform Pricing
Summary: Calculating esignature software pricing shouldn't have to be a challenge. However, costs can change based on features or user counts, which makes software comparison complex.
This guide breaks down how esignature pricing works, from typical structures to hidden fees buyers might miss.
Use this pricing comparison esignature FAQ to find a secure, compliant solution that fits your business needs and budget.
Pricing for digital communication and esignature platforms can change based on many factors, like the features you need or how many users you have.
The variation in each company’s plans can make a pricing comparison for esignatures difficult and time-consuming.
In this FAQ, we will address the key factors that influence digital signature software costs, so you can better understand what to look for and find a solution that fits your needs and budget.
How eSignature pricing really works and what most buyers miss
Evaluating esignature software pricing means more than calculating a monthly subscription fee. To understand how esignature pricing works, you have to understand the “total cost of ownership” (TCO).
Total cost of ownership is the total amount of money you spend on software, including:
- Overage fees
- Feature gating
- Integration and setup
- User seat minimums
By looking at the TCO instead of comparing esignature pricing by base cost alone, you can avoid budget surprises and choose a plan that scales with your business.
What is the typical esignature pricing structure?
Every company’s esignature plans and pricing are different. Many factors contribute to calculating esignature pricing. Here are some of the most common pricing related to esignature platforms:
- Hybrid pricing: Most esignature software pricing includes a monthly fee to cover their internal costs of keeping services running smoothly, with additional usage-based costs for the messages you send.
- Tiered pricing or usage caps: Some companies offer multiple price tiers. Some charge additional fees for each login and cap how many messages you can send based on your tier.
- Long-term contracts: If you need to add more users or exceed your number of allotted messages, you must upgrade your plan, often locking your company into a long contract.
- Payment merchant fees: If your company plans to take payments along with electronic signatures, you must account for merchant and processing fees also.
- User and volume caps: Some providers charge per-set for software access, creating a larger expense for big teams. Some put caps on messages and upsell to higher tiers to access higher volume.
- Monthly vs. annual billing: Sometimes annual contracts offer a discounted rate. This typically requires payment upfront and a long-term contract.
Like other electronic signature platforms, PDCflow charges a monthly fee as well as a cost for the messages your company sends.
However, PDCflow’s monthly fee will not go up based on the number of user logins you require, making it easier to budget for your esignature platform long-term as your team grows.
For those who want to take payments, PDCflow also offers payment processor options, so you can compare vendors and choose the right one for your business.
How to estimate your true eSignature cost before choosing a plan
Avoid hidden fees and choose a plan that will work long-term. To compare esignature pricing, calculate your costs based on your needs and usage, not just subscription price. Consider these four factors:
- Estimate how many documents you send per month: Most platforms charge based on volume. Your average monthly message count is critical when selecting a plan. Look for flexible esignature pricing that lets you send more messages when needed, without locking you into higher long-term plans.
- Count how many team members need access: Many providers charge per user login, which can significantly increase your monthly expenses as your team grows.
- List required features: Essential tools like custom branding, APIs, and payment capabilities are often locked behind long-term contracts. Learn what each plan includes before signing up.
- Check if volume changes during peak periods: If your business is seasonal, ensure your plan can handle spikes in document volume without forcing you into a more expensive, long-term contract.
How usage limits and overage fees impact pricing
Usage limits are one of the most common ways esignature costs can spiral out of control. For more accurate budgeting, learn how vendors manage these limits:
- Monthly caps: Many tiered pricing models set a hard limit on the number of messages or signatures you can request each month.
- Overage charges: If you exceed your allotted volume, you may be hit with high per-document fees that weren't clearly stated in the initial quote.
- Forced upgrades: Some companies use volume spikes as a reason to force you onto a higher, more expensive pricing tier or new contract.
Platforms with rigid quantity caps make it difficult to budget. If your usage volume changes, you should have the flexibility to switch plans or pay a little extra for a one-time scenario (without signing a long contract).
Do I have to pay for every team member to log in?
Many esignature platforms charge a fee for each user login. For companies that have several staff members that need access to send messages and view reports, monthly fees can become expensive.
PDCflow charges a flat monthly fee. We never limit the number of employee logins you can have or charge extra per user. This lets your company scale and grow, without adding extra costs.
Should I expect a long-term contract for esignature software?
Many large companies use long term contracts to keep customers locked into plans they don’t want or aren’t working for them.
With tiered esignature pricing models, it’s likely that any time your company requires customer support, you will expect to be asked to renew or upgrade your contract.
PDCflow does not lock companies into long term contracts to use our services.
What happens if I go over my allotted number of esignature requests in a month?
For many companies with esignature pricing tiers, any time you exceed your contract limits, you can expect to pay a fee, or be forced onto a higher long-term plan.
If your company wants to send esignature requests and other business messages, but don’t always know how many you’ll send per month, buying a package with quantity caps is not for you.
PDCflow does not cap how many messages you can send. Simply send what you need, and pay per message in addition to the monthly fee.
Can I access all features without upgrading my plan?
Take care to research before you sign up for electronic signature software. Make sure the features you need are included in your package.
Many companies lock functionality behind pricing tiers, so you must decide whether you want to pay a higher price or go without tools you need.
Check that your software plan doesn’t restrict your access to add important features you need, like:
- Unlimited template creation
- Personalized bulk messaging
- APIs
- Custom branding
- Payment capabilities
PDCflow doesn’t charge based on pricing tiers. Pay only the flat monthly fee (no matter how many users) and pay per message sent. Access all of the functionality you need without upgrading your plan.
How much does it cost to take payments and esignatures together?
It’s possible to take payments and get esignatures together through several different esignature platforms. However, most electronic signature apps only offer a single option for merchant payment processing services.
This means, if your company wants the convenience of audit trails and reporting for both electronic signatures and payments all in a single platform, your company won’t have a choice or control over your payment processor or their rates.
We recommend a cost savings analysis on a regular basis, especially if it has been more than a few years since you last compared rates.
PDCflow has relationships with several different payment processors, so your business can choose the best option for your business.
Are API access and integrations included in esignature pricing?
What “unlimited” really means in esignature pricing
Many esignature softwares put limits on how much your company can use the product, and how many people have access. With PDCflow, we offer several features without caps:
- Unlimited Users: Add your entire team to the PDCflow platform without paying for additional seats. This keeps costs predictable based on usage, without penalizing companies as they grow.
- Unlimited Templates: You can create as many workflows as you need without paying extra. Create an onboarding template for new hire paperwork. Create a contract and payment request for new clients. Create a bulk messaging template for one-time settlement campaigns. No extra charge from PDCflow, no limits on the number of templates.
- No Message Caps: While PDCflow’s pricing tiers are based on how many Flow requests you will send per month, we won’t block you from sending more. If you exceed your plan's limit, you pay a transparent, flat fee for additional requests. We won’t force you into a more expensive contract or block access to Flows.
How support and compliance impact long-term esignature costs
Companies that don’t prioritize support and compliance end up paying more in the long run. This can come in the form of data breaches, fines, software downtime, or software misuse. PDCflow manages support and compliance with:
- Infrastructure: PDCflow is PCI-DSS Level 1, SOC 2 Type 2, and HIPAA certified. We also comply with Regulation E and Nacha requirements for ACH. Stay compliant and avoid costly breaches and fines. PDCflow’s reliable software guarantees minimal system downtime.
- Reduced PCI scope: Staying PCI compliant can itself become costly. PDCflow can reduce a company’s scope of responsibility with encryption, tokenization, and secure payment data storage.
- Dedicated in-house support: In-house customer support means reliable, quick responses. Along with phone and ticket support, we offer a comprehensive help center for customers to learn more about PDCflow’s features and functions.
How PDCflow’s esignature pricing works
PDCflow charges one low monthly fee for all customers, so there’s never any worry about being forced to upgrade to a higher pricing tier.
We do not restrict how many messages you may send. Instead, you’re simply charged per message.
- No more rationing messages to stay under a cap.
- No more worrying about having to upgrade just for a temporary increase in volume.
- No need to interrupt daily operations or find workarounds, just because you’re coming close to your allotted number of messages.
PDCflow doesn’t lock you into a long-term contract. You never have to worry about being pressured into renewing or paying higher costs just to send the messages you need to send.
Bulk discounts are available for those who expect to send large amounts of messages. No higher monthly fee, and no features locked behind a tiered pricing structure.
See how PDCflow can simplify your office with esignatures, digital document delivery, payments and more. Sign up for a free demo today!
