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GUIDES / COST PLANNING

What does a Dynamics GP data archive cost?

Compare solutions by the questions users can answer, the evidence they produce and the operating work they leave behind.

Updated 28 July 2026 / 8 minute read

Start with the required outcome

A cheap option becomes expensive when every audit request turns into a restore project. Write down the expected service before comparing quotes:

  • Which companies, modules, years and custom tables must be retained?
  • Who needs access, and do they know Dynamics GP?
  • Do users need search, filtered queries, documents or only raw records?
  • Which totals must reconcile before decommissioning?
  • How often will auditors, tax teams and customer service ask for history?
  • Does the company want recurring hosting, or a file it owns?

Cost categories by approach

ApproachUp-front costRecurring costMain limitation
Keep GP read-onlyLow project costServer, SQL, GP, backups, security and supportThe old application stack remains operational.
Keep SQL backupsLowSecure storage plus restore labor when usedNo everyday access, search or business labels.
Flat-file extractionConsulting projectUsually lowFolders of tables are difficult to query and reconcile.
Hosted history serviceSetup and mappingSubscription and hostingAccess depends on the service and continued payment.
Purpose-built local archiveExtraction and validationStorage and optional supportYou must control file access and confirm that every required module is included.

ERPDataArchive pricing

TierScopeOne-time price
CoreOne company, GL/AR/AP$2,495
CompleteOne company, all supported modules$3,495
Multi-companyTwo to five companies$4,995
EnterpriseSix or more companies or over 100 GBQuote

Each tier includes two extraction runs within 12 months, reconciliation, permanent reader and export access for the included modules, 12 months of email support and the contractual 30-day refund terms. Standard filtered CSV and XLSX exports are included. Destination-specific ERP mappings are optional.

A five-year worksheet

Use actual supplier and internal labor numbers. For each option, total:

  1. 01Initial discovery, extraction, mapping and verification.
  2. 02Five years of infrastructure, licenses, backups and monitoring.
  3. 03Annual access/support charges.
  4. 04Expected hours per audit, tax request and customer dispute.
  5. 05Recovery testing and incident response.
  6. 06Exit cost if the chosen vendor or format must be replaced.

Do not assign internal labor a value of zero. A controller waiting two days for an MSP to restore a database during an audit is a real operating cost even if no separate invoice arrives.

Questions that expose hidden charges

  • ✓Is reading still possible after subscription or support ends?
  • ✓Are all companies and modules included?
  • ✓How are unknown custom tables handled?
  • ✓Are test and final extraction runs both included?
  • ✓Does the quote include reconciliation or only row export?
  • ✓Are CSV, XLSX, PDF, batch documents and audit packages extra?
  • ✓Can the customer query the data with external tools?
  • ✓Who pays to export everything if the vendor relationship ends?
The free assessment measures company count, module scope and approximate volume before a tier is chosen. It does not copy transaction data or create the paid archive.

Price the archive from measured scope.

Request the free assessment instead of estimating from the SQL backup size alone.

Request the free assessment