How Much Does an Intranet Cost in 2025?
Research indicates that intranet costs typically range from £5,000 to £50,000 per year, depending on company size, features, and hosting. Oak Engage offers tailored intranet solutions covering software, setup, and support, with cloud-based options providing more predictable pricing than traditional on-premise systems.
In other words, your intranet cost depends on how much value you want it to create a well-designed digital workplace that connects people, streamlines communication, and drives measurable ROI.
It’s one of the first questions we hear. Ironically it's one of the hardest to answer with a single figure. That’s because an intranet isn’t just another software purchase or a line on a budget spreadsheet. It’s the heartbeat of your organisational central hub where people connect, communicate, and collaborate. The right intranet transforms how employees share knowledge, find information, and feel part of something bigger.
So, when we talk about intranet cost, what we’re really asking is: how much value do you want it to create?
For some organisations, the goal might be a simple communications portal a digital space to share updates, documents, and HR policies. For others, it’s a fully integrated digital workplace that brings together collaboration tools, workflows, analytics, and personalised employee experiences under one roof.
Naturally, those two visions come with very different price tags.
But that’s a good thing. It means your intranet investment can scale with your needs starting small and growing as your organisation does. You can control cost by focusing on what matters most now and building toward your ideal workplace experience over time.
This guide breaks down:
- The main factors that drive intranet pricing.
- Typical investment ranges
- And how to plan a cost-effective rollout that delivers real, measurable ROI
Whether you’re just beginning your research or comparing vendors, this page will help you understand what you’re paying for, why it varies, and how to make every penny of your budget count.
What Affects Intranet Costs?
Every organisation is unique, but most intranet budgets are shaped by a few core factors:
| Factor | What It Means | How It Affects Cost |
|---|---|---|
| Number of users | Most platforms charge per user or active user per month. | The bigger your team, the higher the base cost. |
| Deployment type | Cloud or on-premises hosting. | Cloud keeps costs predictable; on-prem means more control but higher maintenance. |
| Features & integrations | News feeds, HR systems, collaboration, analytics. | Advanced features and integrations add value and complexity. |
| Customisation & design | Branded layouts, bespoke functionality. | The more tailored your experience, the higher the setup cost. |
| Support & training | Implementation help and ongoing assistance. | Ensures adoption and long-term success. |
| Content migration | Moving pages, documents, and legacy systems. | Usually a one-off project cost. |
Typical Cost Ranges (For Planning, Not Quoting)
| Organisation Size | Typical Use Case | Typical Annual Budget* |
|---|---|---|
| Small (<100 employees) | Core comms, HR hub, document storage | £5,000 – £15,000 |
| Mid-sized (100–1,000 employees) | Company-wide hub with integrations | £15,000 – £50,000 |
| Enterprise (1,000+ employees) | Advanced digital workplace | £50,000+ (project-based) |
*These are indicative market averages, your actual investment will depend on your platform, people, and priorities.
Intranet Cost Planning Checklist
1. Define your needs
⭐ Set clear goals (e.g., engagement, communication, productivity)
⭐ Identify user count and main user groups
⭐ Choose cloud or on-premises deployment
2. Budget smartly
⭐ Estimate annual licence/subscription
⭐ Add one-off setup, migration & branding costs
⭐ Include support, training, and integrations
3. Evaluate vendors
⭐ Compare features vs. business goals
⭐ Check UX, security, and compliance
⭐ Understand pricing model and contract terms
4. Plan for adoption
⭐ Assign internal champions
⭐ Create a launch & training plan
⭐ Schedule ongoing content governance
5. Measure ROI
⭐ Define success metrics (engagement, usage, time saved)
⭐ Track and optimise regularly
Remember: The best question isn’t “What’s the cheapest intranet?” It’s “What value will this intranet create?
Where Does My Intranet Budget Go?
Your intranet budget typically covers a mix of one-off and ongoing costs. Here’s how each area contributes to your overall investment:
What am I paying for in my intranet subscription?
Your licence or subscription is the ongoing cost you pay per user or per active user. It covers platform access, cloud hosting, updates, and security. Predictable and scalable, this is the foundation of your intranet budget.
Why does implementation and onboarding cost extra?
Implementation is usually a one-time cost that ensures a smooth rollout. It includes configuring your intranet, migrating initial content, and training your people, critical steps to drive adoption and success from day one.
Do I need to budget for customisation and design?
Yes, if you want your intranet to reflect your brand and culture. Custom layouts, colours, and workflows enhance user experience and engagement, though they add to upfront cost.
What about support and maintenance?
Support keeps your intranet running smoothly long after launch. This covers updates, bug fixes, and helpdesk access, ensuring your system remains secure and user-friendly.
How much should I plan for content migration?
If you’re moving from an older system, migration is a one-off project that involves cleaning, structuring, and transferring existing content. A good migration saves time later and improves search and usability.
Intranet ROI Calculator: Can You Afford to Not Have an Intranet?
It’s easy to focus on the price of an intranet but what about the cost of not having one? After all, the benefits are far reaching. Every day without a central hub for communication, documents, and collaboration comes with invisible losses. Take a look at our intranet ROI calculator to figure out how much money your organisation could be losing out on.
What Are My Intranet Platform Options?
Different approaches suit different needs. Here’s how they compare in plain English:
Is a free or DIY intranet worth it?
Free tools like Google Sites or basic SharePoint templates are low-cost and quick to launch, but often lack design flexibility and long-term engagement support. They work for very small teams but can limit growth.
Why choose a cloud intranet platform?
A cloud intranet, like Oak Engage, balances cost and capability. It’s quick to deploy, scalable, and supported, with hosting and security handled for you. The subscription model gives predictable costs and consistent updates.
When is a custom-built intranet the right choice?
Building from scratch offers full control and unique functionality, but comes with higher upfront costs, longer timelines, and ongoing maintenance. It’s best for large organisations with complex or regulated requirements.
Which intranet option gives the best value?
For most organisations, a modern cloud intranet delivers the strongest return, combining flexibility, reliability, and continuous improvement without heavy IT overhead.
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About the Cost Information in This Guide
The figures shared here are based on independent market research and industry benchmarks from recognised analysts, combined with Oak Engage’s experience implementing intranets across multiple sectors.
They represent typical market ranges, not vendor-specific pricing.Actual costs will vary depending on organisation size, features, and integration needs.
Oak Engage regularly reviews analyst reports (from ClearBox Consulting, Gartner, Forrester and others) to ensure our pricing insights reflect the most up-to-date market trends.
Our goal is to help you understand what drives cost, so you can plan your investment confidently, not to compare price tags
Where to Start
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Start with your goals. What problems should your intranet solve?
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Prioritise features that deliver impact. Focus on engagement, communication, and connection
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Think long-term adoption. The best intranets grow with your people.
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Measure what matters. Track usage, feedback, and engagement metrics.Frequently Asked Questions
