Why doesn't B2B software have a single price?
You can find the price of an off-the-shelf e-commerce package online, but with B2B software that's rarely possible. The reason is simple: every company has a different dealer structure, different pricing rules and a different ERP. Two products both called B2B software may differ widely: one may offer only an order screen, while the other also covers ERP integration, credit control and payments.
So before comparing prices, you need to know exactly what you're comparing.
7 factors that determine the price
1. Number of dealers and users
The number of dealers, dealer users and field reps who will use the portal; this directly affects cost, especially with systems priced per user.
2. Scope of the ERP integration
Which ERP is used, which data (stock, prices, accounts, orders, invoices) will be transferred, whether the transfer is one-way or two-way, how often it runs and whether the ERP has company-specific custom fields. In most projects, this is the most variable cost item.
3. Selected modules
Which modules will be used, such as promotion management, online payments, credit limits, mobile access, field sales and reporting.
4. Product and catalog structure
The number of products, variants, images and how ready the catalog is. In industries like spare parts, matching OEM and equivalent part numbers is a separate work item.
5. Complexity of price and discount rules
In terms of setup effort, there is a big difference between a single list price and dozens of rules that vary by dealer, dealer group, brand and product group.
6. Custom development and design
Custom screens, reports and approval workflows for your business, or a portal designed around your brand identity.
7. Hosting, maintenance and support
Whether the system runs in the cloud or on your company's servers, backups, updates and the scope of support also add to the total cost.
License or subscription?
B2B software is usually priced in one of three ways:
| Model | How you pay | Best suited for |
|---|---|---|
| One-time license | A one-time license fee upfront, followed by annual maintenance and support | Companies that want to run the system on their own servers for the long term |
| Subscription | Monthly or annual usage fee; updates and hosting are usually included | Companies that want to keep upfront costs low |
| Setup + usage | A one-time payment for setup and integration, plus recurring payments for usage | Projects with extensive integration and customization needs |
Which is better value depends on how many years you plan to use the system and who will take care of maintenance. Compare the total cost over several years, not just one.
Costs that are easy to miss in quotes
- Data preparation: Whose job is it to clean up product records, images and price lists, and is it included in the quote?
- Requirements on the ERP side: Some ERPs may require additional users or modules for integration.
- Payment infrastructure: Payment gateway commissions are separate from the software fee.
- Training and transition support: Is training for dealers and your team included in the quote?
- Later change requests: How development work after go-live will be charged.
- Support scope: During which hours, through which channels and how quickly support is provided.
How to compare quotes properly
- Send every vendor the same scope in writing.
- Make sure the quote clearly states which data will be transferred in which direction in the ERP integration.
- Ask for an itemized list of what's included and what isn't.
- Get the update, maintenance and support terms in writing.
- Ask for a demo with your own data; screenshots aren't enough.
- Calculate the total cost over several years.
For a detailed list of questions to ask during the selection process, see our article 10 questions to ask when choosing B2B software.
How is BayiData priced?
Instead of a fixed price list, we start by listening to your needs. In the discovery call we work through your dealer structure, your ERP, the modules you will use and the state of your catalog together, then share the scope and cost item by item. You can find a summary of the pricing factors on the BayiData page.
Let's define your scope together
In the discovery call we listen to your needs and share the scope and cost item by item.