From £360 per school per year, everything included.
This page states the whole model, one way, so you can write your own business case from public information. There is one product. There are no modules, no user charges, and no setup fee. What the licence does not cover is a short list of genuinely onsite and bespoke services, stated further down this page, wherever the rate card appears.
Schools and trusts
- £3.00 per pupil per year
- £360 per school minimum (the minimum applies below 120 pupils)
- £1.50 per pupil per year above 1,000 pupils
- £3,750 per school cap (reached at 1,500 pupils)
- Unlimited users
- No modules
- No setup fee: standard configuration and remote onboarding are included; the day-rate services below remain chargeable
Colleges
Colleges are priced per site, on a published FE rate card:
- £2,000 per year for a small site (under 5,000 square metres)
- £4,000 per year for a standard site (5,000 to 20,000 square metres)
- £6,000 per year for a large site (over 20,000 square metres)
Gross internal floor area does one job: it selects the band at signing. It is never invoiced as a measurement.
One product. Two rate cards: schools and trusts priced per pupil; colleges priced per site. Everything included on both.
What the licence covers, and what it does not
Everything included means the licence covers the platform in full: every capability area, standard configuration, data import via the platform tooling, remote onboarding and training including new starters, ongoing framework and guidance updates, and the AI layer with no usage charges and no caps.
Some work is genuinely onsite or bespoke, and it is charged at a day rate. The list is short, and it is stated wherever the rate card appears:
- Onsite asset audits and surveys, including QR tagging
- Onsite training, beyond the included remote onboarding and training
- Bespoke system development
- Bespoke form and workflow development beyond standard configuration
- Bespoke dashboards and advanced reporting beyond standard configuration
- Bespoke integrations of any kind
- Data cleansing and legacy data transformation
If it is not on that list, it is in the licence. Stating the boundary plainly is part of publishing the rate card at all: a published price with hidden extras is worse than no published price.
The term
The term is a three year term, billed annually. You are invoiced one year at a time; the commitment is three years. At the end of the three years the agreement renews annually, and either party can end it at the end of the then-current period by giving at least three months' written notice. The renewal and notice mechanics are in the agreement itself, stated in the same terms as here.
The founding customer offer
Founding customers lock the published rate card for the life of their subscription, in exchange for reference and case study rights. The rate never rises: a founding customer still using EstatesBase in ten years pays today's rates, not that year's. The founding window closes when the rate card is first revised.
What is locked is the whole rate card as it stands at your signing: the per pupil rate, the minimum, the taper, and the cap, and the FE band rates for colleges. Not the headline rate alone.
The promise is the rate, not the bill. Your invoice still moves with your estate: pupil numbers are re-agreed at renewal, and schools and sites can be added at any time. Schools and sites added later join at your locked rates, because your rate means your organisation's rate. The rate you join on is the rate you stay on.
The lock holds for as long as your subscription runs continuously. An organisation that leaves and later returns joins on the then-current rate card.
The exchange is stated plainly: founding customers agree that their experience with EstatesBase can be developed into named references and case studies. Every specific quote, name, and case study is still approved by you in writing before it is used anywhere.
This is not a discount, and there is no deadline. The window is public and self-executing: it closes when the published rate card is first revised. A revision is a change to a published rate value on an existing card: the per pupil rate, the minimum, the taper, the cap, or an FE band rate. Correcting an error in a published card is not a revision, and the first publication of a new rate card is not a revision.
Pricing questions
How long is the term?
The term is a three year term, billed annually. You are invoiced one year at a time; the commitment is three years.
What happens at the end of the three year term?
The agreement renews annually. Either party can end it at the end of the then-current period by giving at least three months' written notice, and the same applies at the end of each annual renewal.
How is billing structured?
Annually, in advance. The invoice is calculated from the published rate card and your estate: pupil numbers for schools and trusts, site bands for colleges. Pupil numbers are re-agreed at renewal, so the invoice moves with your roll.
What does the licence include?
The platform in full: every capability area, unlimited users, standard configuration, data import via the platform tooling, remote onboarding and training including new starters, ongoing framework and guidance updates, and the AI layer with no usage charges and no caps. There are no modules and no setup fee.
What is charged separately?
Seven things, all genuinely onsite or bespoke, charged at a day rate: onsite asset audits and surveys including QR tagging; onsite training beyond the included remote onboarding and training; bespoke system development; bespoke form and workflow development beyond standard configuration; bespoke dashboards and advanced reporting beyond standard configuration; bespoke integrations of any kind; and data cleansing and legacy data transformation. If it is not on that list, it is in the licence.
Is the AI layer included in the licence?
Yes. The AI layer is part of the licence. There are no usage charges and no caps.
How does the founding customer offer work?
Signing while the founding window is open locks the whole rate card as it stands at your signing, for as long as your subscription runs continuously: the per pupil rate, the minimum, the taper, and the cap, and the FE band rates. What is granted in return is reference and case study rights, with every specific quote, name, and case study still approved by you in writing before it is used anywhere. The offer is stated in full above the FAQ on this page.
When does the founding window close?
When the published rate card is first revised. A revision is a change to a published rate value on an existing card: the per pupil rate, the minimum, the taper, the cap, or an FE band rate. Correcting an error in a published card is not a revision, and the first publication of a new rate card is not a revision. Because the rate card is public, the trigger is public too.
If we add a school or a site, what rate does it join on?
For founding customers, additions join at your locked rates, because your rate means your organisation's rate. Your invoice moves with your estate as schools and sites are added; the rate you join on is the rate you stay on.
How are colleges priced?
Per site, on the published FE rate card: £2,000 per year for a small site (under 5,000 square metres), £4,000 for a standard site (5,000 to 20,000 square metres), £6,000 for a large site (over 20,000 square metres). Gross internal floor area selects the band at signing and is never invoiced as a measurement. Everything included applies to the FE card exactly as it does to the schools and trusts card.
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