Guide
How Much Does It Cost to Go Paperless for a UK SME? (2025)
For the full picture on how to go paperless — including what you need and the step-by-step process — read our complete guide. This article focuses purely on the numbers: what it costs and what you save.
The Three Cost Components
Going paperless has three cost areas: the scanner, the storage/DMS platform, and implementation (your time or a consultant's). Most businesses underestimate the third.
Scanner Costs
| Scanner Type | Price Range | Best For |
|---|---|---|
| Entry desktop (USB) | £80–200 | 1–3 person office, low volume |
| Mid desktop (USB) | £200–400 | Small office, daily scanning |
| Standalone PC-free network | £400–700 | Shared use, no PC required, shopfloor |
| MFP with scan | £500–2,000+ | Already printing — scan as add-on |
For most UK SMEs going paperless seriously, a standalone PC-free network scanner is the right investment. It serves multiple users, doesn't depend on a PC being on, and scans directly to SharePoint without IT involvement. One-off cost, no ongoing licence.
DMS / Storage Platform Costs
| Platform | Cost | Notes |
|---|---|---|
| SharePoint (M365 Basic) | £4.50/user/month | Included if already on M365 |
| Google Drive Business | £9.20/user/month | Simple, limited metadata |
| Dedicated DMS (mid-market) | £15–40/user/month | Full features, compliance ready |
| Dedicated DMS (enterprise) | £40–100/user/month | Regulated sectors, complex workflows |
For a 20-person SME already on Microsoft 365: SharePoint is effectively free. The scanner is the main investment. For businesses without M365, factor in the platform cost.
Implementation Costs
This is what people forget to budget for:
- DIY implementation: Free in cash, but estimate 20–40 hours of staff time — setting up folder structure, configuring scan destinations, sorting backlog. At £20/hour, that's £400–800 in real cost.
- Consultant-led implementation: £500–2,500 for a typical SME. Covers discovery, setup, configuration, and training. Often pays back quickly by getting it right first time.
- Backlog digitisation: If you have years of paper to digitise, factor in either staff time or a scanning bureau. Bureau rates: typically £0.03–0.08 per page for high-volume work.
Total Cost for a 20-Person UK SME
| Item | DIY Route | Consultant Route |
|---|---|---|
| Scanner (PC-free network) | £500 | £500 |
| Platform (SharePoint on M365) | £0 (included) | £0 (included) |
| Implementation | £600 (staff time) | £1,500 |
| Year 1 total | ~£1,100 | ~£2,000 |
| Ongoing (per year) | ~£200 (maintenance) | ~£200 |
What You Save
The savings are typically 3–5x the cost within the first year:
- Search time: 20 staff × 15 min/day saved × 250 days × £15/hr = £18,750/year
- Paper and print: £1,500–3,000/year
- Physical storage (filing cabinets, archive): £500–2,000/year
- Total annual saving: £20,000–25,000 for a 20-person office
Payback period: typically 3–6 weeks. Going paperless is one of the few IT investments that pays back in weeks, not years.
Ready to start?
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