How to Calculate the Cost of Acumatica ERP Software

Acumatica pricing is different than anything you have ever seen before.

They are the only ERP Cloud software we have ever seen that is not priced by user. Instead you choose the Edition and the Resource Level. And you can have as many users as you want.

To answer the question, “How much does Acumatica cost” we need to ask a few questions:

  • What size is your company? Although the pricing is not based on user count, it does help us to understand the size of your company.
  • What functionality do you need? Do you need just Core financials or will you add Distribution, Manufacturing, CRM etc…
  • Where do you want to deploy the system? With Acumatica you have a choice between a SaaS “subscription” model, a hosted “rental” model or an on-premises (perpetual) “purchase” model?

Based on your answers we will help you calculate the price based on these three costs:

Cost #1: Choose the Resource Level

Acumatica has four resource levels. Small, Medium, Large and Extra Large.

In our experience, the small resource level generally works for companies with 25-30 users. A medium resource level generally works for companies with 30-100 users and the large resource level generally is for companies with 100+ users.

However, these are just guidelines. For example, if you have 25 people sitting in customer service center, taking orders on the phone all day and entering those into the system that might be a medium resource level even with 25 people. But if you have 8 or 9 people in accounting but 40 people in the field that occasionally enter a time and expense record, that could be a small resource level.

There are no strict rules on how to select a resource level. An experienced Acumatica partner will help you determine what is best for you. Generally your transactional volume will be the best indicator. For many clients the Small resource level works well.

Cost #2: Choose the Edition

Acumatica comes in a Standard, Advanced and Enterprise Edition. Standard and Advanced are the most popular.

  • The Standard Edition includes core financials including modules such as General Ledger, Cash Management, Accounts Receivable and Accounts Payable. You can additional modules such as  CRM, Standard Distribution and Standard Payroll, if desired.
  • The Advanced Edition includes additional features with those core financial modules plus modules such as Project Accounting, Deferred Revenue, and Contracts.

Now that we understand some of the framework here are a few aspects of Acumatica that I really like:

Customer Relationship Management

Acumatica has its own CRM module. It is perfect for companies who want to do basic sales, customer service and marketing. For example, a company that needs:  accounts, contacts, opportunities, manage cases, marketing lists and send email campaign. It is all there right inside the same system.

Project Accounting

Project accounting in Acumatica works very well. You can have remote works enter time and expenses easily. Acumatica is always any device, anytime, anywhere. You can budget down to the task level allowing a project manager to closely monitor the activity and billing on their project.


Many companies need multi-entity/multi-company functionality. My insider tip is to look for the “Three Cs” This is Currency, Chart of Accounts and Calendar.  If these are all the same across entities, which is the case with many US based companies, then you can use the branch functionality in Acumatica and you won’t need extra entities. Even if they are different legal entities, if the “Three C’s” are the same it can be one entity in Acumatica.

Customer Portals

Acumatica has customer portals and B2B portals to let customers look at their orders, service tickets and other interactions with your company. You don’t need a third party tool like you do in Microsoft Dynamics GP and many other solutions. The portal component can be a big value add for many companies.

Pure Cloud

Acumatica is a pure Cloud application. You truly can access anytime, anywhere on any device. The functional is all there, but it is a completely cloud based model, which is what most companies are moving toward.

No User Restrictions

With Acumatica you don’t need to buy a license to give access to additional users. This gives you so much freedom. For example, if you have people in the field, they can access it. Imagine the productivity gains if you can give access to someone at a job site. He can pull up instructions on his mobile device, order a part, put a note in CRM or close out a project.

How to Buy Acumatica

Logan Consulting is a leading Acumatica partner.

What makes us different is that we take a complete business process approach. We don’t just try to recreate your old system, we look at how you will use the system going forward and how to use technology to support your business processes.

A lot of people get enamored with technology and functionality. It‘s great if a system has a lot of leading edge features, but they have to apply to your business.  The point of the system is to support your business.  We want technology to be a strategic part of your organization as opposed to a cost center.

We sell both Microsoft Dynamics GP and Acumatica. We are not saying one is the best solution over another. It comes down to understanding your needs and determining the best fit.

If you would like to evaluate Acumatica, contact Logan Consulting. Contact us online or call (312) 345-8800.

by Jim Bertler, Logan Consulting

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