Business email & mailbox cost calculator
Compare mailbox costs for two business email plans using your team size and actual quotes.
Plan A costs less over 3 years.
Check mailbox storage, aliases, support and migration options before choosing on price.
Taxes and future price changes excluded. Mailbox count stays constant across the period.
How to use this result
Multiply your per-mailbox monthly rate by the number of paid mailboxes, 12 months and the chosen years, then add one-time setup. Compare the same billing terms. An alias may not need a paid licence; check your provider’s rules.
Read our full methodologyUse the number as a decision aid.
Count paid mailboxes correctly
Begin with people who require separate credentials and private storage. Addresses such as hello@ or billing@ may be aliases, groups or shared mailboxes, depending on the provider. They do not always require separate licences. Map real users, shared workflows and forwarding-only addresses before entering a mailbox count.
A worked comparison
For four users over three years, an illustrative $2 monthly plan costs $288 before tax and setup. A $5 plan costs $720. The $432 difference is useful only when both options meet the same requirements. If the lower-cost option lacks retention, shared-mailbox controls or migration support your team needs, the arithmetic alone cannot choose the plan.
Check the migration cost
A switch may require exporting old mail, creating accounts, changing DNS records and supporting staff while devices reconnect. Record any paid migration, consultant time and overlap between providers separately. Do not cancel the old service until important historical mail and incoming/outgoing delivery have been checked.
Compare service details
Review storage per user, attachment limits, spam filtering, two-factor authentication, account recovery and compatibility with the apps your team uses. Check what happens when a staff member leaves and how shared data is transferred. Recalculate when the team changes instead of treating the current mailbox count as permanent.
Turn a mailbox calculation into a budget
Save the number of paid users, the per-mailbox rate, billing term and setup charge beside the result. Ask whether shared addresses, aliases and archived users consume licences. A useful business email budget also records migration help, temporary service overlap and any tax. Review the calculation before renewal and whenever a person joins or leaves, because mailbox count is often the largest driver of the total.