Estimate the budget for your visitor management – from digital check-in and self-service terminals to badge printing, evacuation list and GDPR deletion concept.
In brief
The investment frame for digital visitor management is EUR 7,140 – 71,970 excl. VAT. Sites, terminals and briefings move the project inside that band.
The upfront cost can be spread over 72 months. Terms are on the software financing page.
Related: solutions overview.
The calculation follows six visible stages. All figures remain planning values until scope and assumptions have been reviewed.
1. Capture inputs
The calculator records the visible project, volume, complexity and operating parameters selected on this page.
2. Add fixed components
Fixed base modules and selected add-ons are added without mixing them with recurring charges.
3. Apply multipliers
Quantity, complexity and scope factors multiply only the cost components identified for them in the calculator model.
4. Create the range
The calculator applies its documented lower and upper uncertainty factors to the base result; ROI views keep investment and savings visible separately.
5. Round and calibrate
Monetary result fields are rounded to the nearest whole euro. Public project-cost components are calibrated with the centrally maintained display factor.
6. Classify the result
The result is shown as non-binding guidance. A binding quote requires scope, data, integrations, risks and acceptance criteria to be reviewed.
Efficiency or discount factor: A central display factor of 0.7 is applied to public project-cost components to keep all calculators aligned with the currently reviewed pricing basis. It is not a customer-specific discount; customer-entered wages, revenues and existing operating costs are not reduced.
Why this is not a binding quote: The calculator cannot verify complete requirements, third-party dependencies, data quality, legal constraints or acceptance criteria.
Concrete project profiles with assumptions and indicative budgets—useful for internal alignment alongside the calculator.
FAQ
According to the visitor management cost calculator, the non-binding project range is EUR 7,140 – 71,970 excl.
VAT. A digital check-in with a visitor list sits at the lower end. Pre-registration, badge printing, briefings, terminals and multiple sites increase the scope up to an enterprise setup. The calculator narrows the range by sites, scope and terminal.
The terminal variant (+35%) lets visitors check in on their own: enter data, confirm the safety briefing, print a visitor badge, notify the host.
Reception is relieved – or can remain unstaffed at small sites; the hardware is added separately.
In an open visitor book, every guest sees the data of all previous visitors – a clear breach of the confidentiality of personal data.
A digital system stores visitor data access-protected, deletes it automatically after defined periods and documents consents cleanly.
Discuss your reception solution
We analyse visitor processes, sites and security requirements and recommend the right solution.
The evacuation function (EUR 1,750 excl.
VAT via the calculator) shows all currently checked-in people per building at the push of a button – on the safety officer's smartphone, even without access to the company network.
At the assembly point, people are checked off digitally instead of improvising with paper lists.
With pre-registration (EUR 3,150 excl.
VAT via the calculator), employees invite guests by e-mail; visitors receive a QR code, directions and if needed the safety briefing in advance. On-site check-in takes seconds – especially valuable for interview days, audits and large events.
AD/SSO integration (EUR 3,150 excl.
VAT via the calculator) keeps the host list up to date automatically and notifies the right employees about visits. Optionally, appointments including visitor invitations are created directly from Outlook – without duplicate entry in the reception system.
| Model | When it fits | Budget & flexibility | Typical risks |
|---|---|---|---|
| Fixed price (fixed scope) | Clearly defined scope, stable requirements, repeatable delivery. | Predictable total cost; little room for change without a change order. | Scope creep leads to change orders or quality trade-offs. |
| Time & Material | Discovery, legacy, evolving requirements, or close collaboration. | Maximum flexibility; budget transparent via hourly or daily rates. | Without prioritisation, effort can grow—backlog and reviews matter. |
| Retainer / maintenance package | Ongoing operations, updates, small features, and support. | Agreed capacity per month; predictable follow-on cost. | Large changes may still need a separate estimate. |
| Hybrid (milestone + T&M) | MVP or phased releases with clear go-lives, then iterate. | Core delivery fixed price; extensions on a time-and-materials basis. | Define contractually what is in scope vs. extra work. |
Calculators on this page provide indicative ranges; we choose the right model with you based on risk, scope, and planning horizon.
The ranges shown are indicative. For a binding quote we discuss scope, priorities and funding options in a free intro call. Many digitalization projects qualify for grants – try our funding calculator.
Browse all cost calculators, explore services and typical solutions. Questions about visitor management? Contact us.
After using the visitor management calculator, validate assumptions in a short intro call.
Browse all cost calculators in the costs overview.
What does your digital reception cost?
Interactive estimate based on your inputs.
Non-binding project range from the software cost calculator: EUR 10,332 – 372,623 excl. VAT.
Methodology: The estimates are based on historical project data, complexity drivers and standard implementation assumptions. Results are a non-binding indication only; effort and price must be calculated individually.
If you are still deciding
If you are ready to implement
Calculator overall range
EUR 16,800–196,000 excl. VAT, depending on product scope
The overall range is derived from the valid parameters of the relevant cost calculator.
Typical duration
2–12 months
Main risk drivers
Non-binding indication
This result is only a non-binding indication based on typical assumptions. Effort and price must be calculated individually for your project.
A transparent four-step process for validating the Visitor Management indication with concrete requirements.
1. Confirm scope and target outcome
We clarify the business outcome, user groups, and boundaries relevant to Visitor Management.
2. Review data, interfaces, and risks
We validate integrations, data quality, security, compliance, and operational dependencies.
3. Check the calculator assumptions
We compare the selected parameters with the real system landscape and document deviations.
4. Prepare the precise quote
You receive a scoped proposal with milestones, exclusions, price model, and next decision point.
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