Polelo DMS uses flat-fee, all-inclusive pricing in South African Rand. No per-user licensing, no module upselling, no currency risk. What you see is what you pay.
| Item | Detail |
|---|
| Users | Up to 50 concurrent users |
| Annual Fee | R933,000 |
| 3-Year Total | R2,800,000 |
| Hosting | SA-hosted (Hetzner, Johannesburg) |
| Storage | 500GB document storage (expandable) |
| Item | Detail |
|---|
| Users | Up to 100 concurrent users |
| Annual Fee | R1,233,000 |
| 3-Year Total | R3,700,000 |
| Hosting | SA-hosted (dedicated instance) |
| Storage | 1TB document storage |
| Extras | Priority support, quarterly review meetings |
| Item | Detail |
|---|
| Users | Unlimited |
| Annual Fee | R1,567,000 |
| 3-Year Total | R4,700,000 |
| Hosting | Dedicated infrastructure |
| Storage | 2TB+ document storage |
| Extras | SLA guarantee, dedicated support engineer, custom integrations |
All packages include the complete Polelo DMS feature set:
- NARSSA-aligned file plan (pre-configured)
- Document upload, versioning, metadata, search
- OCR (automatic text extraction from scanned documents)
- Automated workflow engine with SLA tracking
- Check-in / check-out document locking
- Legal holds (documents and file plan series)
- Formal disposal workflow with NARSSA destruction certificates
- E-signatures with hash-chain integrity
- REST API v1 + webhooks (integration with Payday, Munsoft, etc.)
- Encrypted daily backups with restore testing
- Scheduled reports (emailed to management)
- POPIA compliance tools (consent, Information Officer, privacy policy)
- Nextcloud offline sync (load-shedding resilient)
- SMS notifications via BulkSMS
- Role-based access control with audit logging
- Department compliance dashboards
- Swagger API documentation
| Service | Cost | Notes |
|---|
| Setup & Configuration | Included | File plan, departments, users, roles |
| Data Migration | R75,000 - R150,000 | Depends on volume and source format |
| Training | Included (up to 5 sessions) | Additional sessions R5,000/session |
| Integration (Payday/Munsoft) | R50,000 - R100,000 | Per integration, depends on API availability |
| Backlog Scanning | Quote on request | Depends on volume; partner rate available |
| Option | Structure |
|---|
| Annual upfront | Full annual fee at contract start |
| Quarterly | 4 equal payments per year |
| Monthly | 12 equal payments per year (5% premium) |
| Solution | 3-Year Cost | Notes |
|---|
| Polelo DMS (Standard) | R2,800,000 | All-inclusive, ZAR |
| InzaloEMS | R3,000,000 - R5,000,000 | Variable, often excludes hosting |
| SharePoint / M365 (50 users) | R6,300,000+ | Per-user licensing + implementation + custom dev |
| Laserfiche | R8,000,000+ | USD-denominated, SA reseller markup |
| OpenText | R10,000,000+ | Enterprise pricing, excludes NARSSA customisation |
| Metric | Current (Manual) | With Polelo DMS |
|---|
| Document retrieval time | 30-60 minutes | Under 30 seconds |
| Approval routing time | 2-3 weeks | 2-3 days |
| AG audit preparation | 3-4 weeks manual | 1-day export |
| Document loss risk | High (physical) | Zero (encrypted backups) |
| POPIA compliance | Unknown/partial | Verified, auditable |
- Requirements workshop — map specific needs (free, no obligation)
- Formal proposal — detailed scope and pricing for council
- 30-day pilot — prove value with a live deployment
- Council approval — present business case with ROI
- Full deployment — 6 weeks from sign-off
Contact:
Nhlanhla Mnyandu | ISU Technologies (Pty) Ltd
nhlanhla@isutech.co.za | www.isutech.co.za
