Proactis Purchase-to-Pay costs £47,950 a year for 25 named users and £67,950 for 500, at its published UK government prices on a minimum three-year term. US buyers get a quote. Invoice capture adds £15,895 to £83,795 by volume, and implementation is billed by the day at £1,395; prices exclude VAT.
Proactis pricing: key takeaways
- Published prices: Proactis lists every module on the UK G-Cloud framework; US buyers get a quote, so treat these as a benchmark.
- Purchase-to-Pay: The P2P core costs £47,950 to £67,950 a year, rising in steps from 25 to 500 named users.
- Named users: Everyone who logs in is a named user; there are no cheaper requester or approver licences.
- Invoice capture: Header-level capture runs from £15,895 a year for 15,000 invoices to £83,795 for 300,000.
- Implementation: A one-off fee is billed in year one by days, at £1,395 a day for consultancy or project management.
- Contract: Prices assume a minimum 36-month term and exclude VAT; bundling several modules can earn a special price.
How much does Proactis cost?
Proactis Purchase-to-Pay costs £47,950 a year for 25 named users, £52,495 for 100, £59,495 for 300 and £67,950 for 500, at its published UK public-sector prices. This modular procurement software suite also sells sourcing from £13,750, supplier management at £14,495 and contracts at £14,995.
| Module | 25 users | 100 users | 300 users |
|---|---|---|---|
| Purchase-to-Pay | £47,950 | £52,495 | £59,495 |
| Sourcing (up to 500 events) | £13,750 | £15,945 | £19,995 |
| Supplier Relationship Management | £14,495 | £16,495 | £19,995 |
| Contract Management | £14,995 | £18,995 | £26,995 |
| Marketplace (20 catalogues) | £27,750 | £27,750 | £27,750 |
Why the prices are in pounds
These are Proactis's own prices on the UK government's G-Cloud framework, dated January 2026, excluding VAT. Proactis quotes US buyers directly and does not publish US dollar prices, so use them as a benchmark rather than a US quote.
What will Proactis cost for your business?
Proactis costs 10 to 100 named users about £75,850 to £80,395 in year one at published UK prices: £47,950 to £52,495 a year for P2P plus 20 implementation days. Days are billed at £1,395, before invoice capture, the integration platform and VAT, and US buyers get a quote instead.
Three example companies
| Monthly cost | P2P, 100 users | 300 users + capture | 500 users, multi-company |
|---|---|---|---|
| P2P licence | £4,375 | £4,958 | £5,662 |
| Invoice capture | – | £1,325 | £2,206 |
| Integration platform | – | £458 | £458 |
| Multi Company | – | – | £421 |
| Billed per year | £52,495 | £80,885 | £104,970 |
| Setup, one-time | £27,900 | £41,850 | £55,800 |
- P2P, 100 users: Purchase-to-Pay for 100 named users, no invoice capture or integration platform, 20 implementation days
- 300 users + capture: Purchase-to-Pay for 300 named users, invoice capture up to 15,000 invoices, integration platform, 30 implementation days
- 500 users, multi-company: Purchase-to-Pay for 500 named users, capture up to 30,000 invoices, integration platform, multi-company, 40 implementation days
UK G-Cloud list prices in pounds, excluding VAT, on a minimum three-year term. Travel expenses, training courses and storage overage are excluded.
Estimate your own Proactis cost
What Proactis charges on top of the licence
Proactis charges £15,895 to £83,795 a year for invoice capture by volume, or £0.83 per invoice as a managed service. Other extras are yearly options: multi-company, P-cards and import gateways cost £5,050 each, punch-out and e-invoicing channels £2,910, and extra storage £50 per GB.
Purchase-to-Pay options
Proactis P2P options cost £2,530 to £8,470 a year each, from Expenses for 25 users to the Email Invoice Gateway, with multi-company at £5,050.
| Option | Price a year |
|---|---|
| Multi Company (several entities) | £5,050 |
| P Cards, Document Scanning Gateway, import gateways | £5,050 each |
| Sales Invoicing | £5,310 |
| Email Invoice Gateway | £8,470 |
| Punch-out or e-invoicing channel | £2,910 |
| Expenses, 25 named users | £2,530 |
| Additional language | £5,940 |
- Every licence includes hosting, support, releases and user webinars
- P2P includes 25GB of storage and other modules 15GB; extra storage is £50 per GB
- Invoice capture covers header fields and recognises GBP, USD and EUR; line-level capture is priced on samples
- Prices exclude VAT, which is added at the prevailing UK rate
How much does Proactis ERP integration cost?
Proactis connects to your ERP through its Rego Integration Platform, priced at £5,495 a year for P2P or combined modules and £3,250 for a single module other than P2P. Both need professional services time at £1,395 a day to configure and connect, so integration is a licence plus a services cost.
| Integration item | Price | Notes |
|---|---|---|
| Rego Integration Platform, P2P or combined | £5,495 a year | Needs services time to connect |
| Rego Integration Platform, single module | £3,250 a year | Excludes P2P |
| Import gateways, master or transactional data | £5,050 a year each | P2P options |
| Consultancy for mapping and setup | £1,395 a day | Expenses extra |
Proactis's 2024 document also listed a configurable standard connector at £6,995 that still needed services time for data mapping; the 2026 document lists only the two Rego Integration Platform prices, so ask whether a connector exists for your ERP.
What to confirm about your ERP
Confirm in writing how many consultancy days your ERP connection needs, whether a configurable connector exists, and which data flows both ways.
- How many consultancy days your ERP connection needs, in writing
- Whether your ERP has a configurable connector or needs custom mapping
- Whether XML invoices need mapping, which the capture price excludes
- Which data flows both ways: suppliers, orders, receipts, invoices
- Who maintains the connection after go-live
Proactis implementation cost and setup time
Proactis charges £1,395 a day for implementation and publishes no timeline, so 20 to 40 consultancy days cost £27,900 to £55,800 in year one. Cost and time both follow the days it scopes. Training courses cost £1,695, classroom places £595 per person, and travel expenses are billed on top.
| Implementation item | Price | Who pays |
|---|---|---|
| 20 consultancy days | £27,900 | Buyer, year one |
| 40 consultancy days | £55,800 | Buyer, year one |
| Education course | £1,695 per course | Buyer |
| Training Academy e-learning | £144 per user course, 1 year | Buyer |
| Travel and expenses | At cost | Buyer |
Day-based implementation means scope drives cost. If you mainly need requests, approvals and purchase orders, ask Proactis to quote the fewest consultancy days that cover them, and get that day count fixed in the order form.
Modules, managed services and contract terms
Proactis sells each module on its own on a minimum three-year term, counts every person who logs in as a named user, and offers a special price for bundles. An optional Application Managed Service adds outsourced admin from £11,250 a year for 7.5 hours to £84,000 for 40 hours.
| Application Managed Service | Hours | Price a year |
|---|---|---|
| Tier 1 | 7.5 hours | £11,250 |
| Tier 1 | 10 hours | £15,000 |
| Tier 2 | 20 hours | £38,400 |
| Tier 3 | 40 hours | £84,000 |
Options on the other modules
Proactis prices most options on its other modules at £5,050 to £7,450 a year each, such as online auctions, supplier PO flip and electronic signature.
- Sourcing: online auctions £5,050; each extra 200 sourcing events £5,050; Quick Quotes £5,940
- Supplier management: supplier PO flip, invoice status and supplier proposal at £7,450 each
- Contract management: electronic signature £7,450, with the DocuSign or Adobe licence bought separately
- Marketplace: 10 extra catalogues £6,890 or 25 for £13,900; supplier catalogue setup is not included
- Invoice capture managed service: £0.83 per invoice with a 20,000-invoice yearly minimum
Renewal terms to check before you sign
Proactis prices assume a minimum 36-month term, so confirm renewal increases, how user tiers are billed past 100, 300 or 500 users, and any bundle price before signing.
- Prices are based on a minimum 36-month initial term
- Ask how named-user tiers are billed when you pass 100, 300 or 500 users
- Ask for a bundle price if you buy several modules
- Confirm renewal increases; the 2026 prices are higher than the 2024 list
- Confirm storage limits: 25GB for P2P, 15GB for other modules
What companies actually pay for Proactis
Buyers pay Proactis its published G-Cloud prices, from £47,950 a year for 25 P2P users; Vendr lists Proactis but shows no buyer data. Prices rose between Proactis's 2024 and 2026 documents: consultancy went from £1,275 to £1,395 a day, and the integration platform from £4,995 to £5,495.
| Source | What it reports |
|---|---|
| G-Cloud 15 (January 2026) | P2P £47,950 to £67,950 a year by named users |
| G-Cloud 14 (2024) | Supplier Management £13,070 to £21,270; consultancy £1,275 a day |
| G2 (4 reviews, 4.8/5) | No price listed; reviewers praise cost control |
| Software Advice (13 reviews, 4.4/5) | Pricing on request; no free trial or free version |
The G-Cloud listing shows no volume discount bands, 0% at every contract size, and no educational discount. Any discount for a US deal would come from negotiation or a module bundle rather than a published scale.
US buyers should expect a quote in dollars. Ask Proactis to show it against these published module prices so you can see what is discounted and what is added.
Is Proactis worth the price?
Proactis is worth its price for mid-size and public-sector organisations that want a modular suite with published prices and are ready for a three-year term. With every user a paid named user and a £47,950 yearly entry point for P2P before implementation days, Proactis alternatives are worth comparing.
Worth it if
- You want to see module prices before you talk to sales
- You need sourcing, contracts and P2P from one vendor
- You buy in the UK public sector through G-Cloud
- You can commit to three years
Look elsewhere if
- Many occasional requesters would each need a paid named user
- You want month-to-month terms
- Your budget is below £47,950 a year for P2P
- You need a US dollar price list
How to get a better Proactis price
Use the published G-Cloud prices as your ceiling and ask for a bundle price across modules, which Proactis offers when several core modules are bought. Then fix implementation days in writing, ask which options you can drop, and use Training Academy e-learning instead of paid courses where it fits.
Get in writing
- Price per module and user tier
- Implementation days and day rate
- Integration platform and connector cost
- Renewal increase after year three
- Storage limits and overage
- Expenses policy
Ways to pay less
- Bundle core modules
- Right-size named users
- Skip options you do not need
- Use e-learning at £84 to £144
- Buy managed service hours only if needed
Proactis pricing vs alternatives
Proactis publishes UK prices from £47,950 a year for P2P. In US dollars, ProcureDesk publishes $830 to $1,250 a month, Procurify is quoted with a $15,000 median and Coupa's median is $94,519. Zapro pricing is Spark at $699 a month, Growth at $1,999 a month and Scale on custom pricing, all with unlimited users; your ERP or bank pays suppliers.
| Tool | Pricing model | Typical cost (basis) | Users priced |
|---|---|---|---|
| Proactis | Per module and named users | From £47,950/yr (UK G-Cloud list, January 2026) | Every named user |
| ProcureDesk | Published plans + extra users | $830–$1,250/month (list, billed annually) | 10 or 20 included |
| Procurify | Quote, Pro users | $15,000/yr (Vendr median) | Pro users; Basic free |
| Coupa | Quote by module | $94,519/yr (Vendr median) | Active users |
| Zapro | Flat plans, unlimited users | Spark $699 / Growth $1,999 a month; Scale custom | No per-user fee |
Proactis pricing FAQs
How much does Proactis cost?
Proactis Purchase-to-Pay costs £47,950 to £67,950 a year, from 25 to 500 named users, at its published UK G-Cloud prices on a three-year term. Other modules start at £13,750, and implementation is billed by the day.
What is Proactis for?
Proactis is modular source-to-pay software. It covers sourcing and e-tendering, supplier management, contract management, catalogue buying, purchase-to-pay and invoice capture, and organisations can buy one module or several.
Who uses Proactis?
Proactis targets mid-market, service-focused organisations and is widely used in the UK public sector, where it sells through the G-Cloud framework. Its supplier network is free for suppliers to register on and use.
Does Proactis offer a free trial?
No. Its G-Cloud listing shows no free trial, and Software Advice lists no free trial or free version. Pricing is per module and named user on a minimum three-year term, so the demo and quote stage replace a trial.
How does Proactis charge for implementation?
Proactis charges a one-off fee in year one based on estimated days for configuration, testing and training. Its 2026 G-Cloud rate is £1,395 a day for consultancy or project management, plus reasonable travel expenses.
Does Proactis charge suppliers?
No for its supplier network: Proactis describes it as free for suppliers to register on and use. Marketplace catalogue setup is the exception, paid by the supplier or the buyer as agreed with Proactis, and it is not part of the licence price.
Sources: Proactis G-Cloud 15 pricing document; G2 Proactis; Software Advice. Prices come from Proactis's own pages where published and from the third-party sources listed, labelled as such. Estimates are not quotes.
