PricingCognidox

Cognidox pricing

Cognidox publishes one price: £6,000 a year for Starter, up to 5 users and without e-signatures. A 10-person team needs Growth, which isn't priced; our estimate is £6,000–8,400 a year before add-ons.

Price
from $8k/yr£6,000/yr for 5 users; 10 users need the unpriced Growth tier
Published prices
Starting price onlyTier limits published; add-ons and services unpriced
Free trial
Free trial14-day trial set up by the vendor, usually after a demo
Renewals
No public termsList prices up 17–20% from 2025 to 2026, then moved to tiers

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What Cognidox costs

Cognidox publishes a starting price: “Annual subscription starting from £6,000 per year” for Starter, up to 5 users, checked 4 October 2026.1 That is about $8k a year at the 29 September 2026 ECB rate. Starter covers core document management but has no e-signatures.1

The higher tiers, add-ons and services are listed without prices.1

How we got the price

We used three of the vendor’s own pricing pages:

  • the current page, with the £6,000 starting price and the tier limits;1
  • an archived price list of 9 March 2026, with per-user prices;2
  • an archived price list of 27 March 2025, a year earlier.3

Software directories show other figures, such as “5 per user / per month” on GetApp. They match no Cognidox price list and may be the LMS add-on price or old data, so we don’t use them.4 We didn’t ask the vendor for a quote.

Plans and tiers

The current tiers, checked 4 October 2026:1

  • Starter: from £6,000 a year, up to 5 users, core document management, no e-signatures. Cognidox calls it a “year-one onramp for new organisations”.
  • Growth: up to 30 users. Adds e-signatures and manifests, and a free migration of 500 documents. Price not published.
  • Scale, Pro and Enterprise: up to 50, 100 and unlimited users. Scale adds the LMS and API. Prices not published.

Subscriptions are annual.1 In March 2026 they were billed quarterly in advance.2

Fees on top

Add-ons are listed without prices: validation pack, SSO, test server, extranet, LMS and APIs.1 Professional services such as admin training and workflow set-up are also unpriced. Form migration is “typically included as part of onboarding”.1

The validation pack is sold “primarily for Med Dev customers”, so a device team should expect to buy it.1 In March 2026 the test server cost £3,000 a year and the LMS £5 per user a month.2 The site’s FAQ says there are “no extra charges for modules”, which doesn’t match the current tier table.51

What a 10-person team pays

A 10-person team needs Growth, because Starter stops at 5 users.1 Growth isn’t priced, so this is our estimate.

  • Floor: the published Starter price, £6,000 a year. Growth should cost at least that.1
  • Top: the March 2026 list charged £35 per user a month for the plan with Part 11 e-signatures, with a 20-user minimum. That works out at £8,400 a year (about $11,100).2

Our estimate is £6,000–8,400 a year before add-ons, plus the validation pack, whose price is also unpublished. A team growing from 10 to 25 users stays within Growth’s 30-user limit.1

Price history

The vendor’s own per-user list prices rose from £25 and £30 a month in March 2025 to £30 and £35 in March 2026, increases of 17–20%.32 In 2026 Cognidox replaced per-user prices with user-limited tiers and stopped publishing prices above the entry tier.1 It doesn’t say how existing customers move to the new tiers.

Recur Software took control of Cognidox in August 2025, before the repricing.6 Our news post on the sale has more on the change of owner.

Renewal, contract length and exit

Cognidox publishes no terms of service, DPA or subprocessor list.7 So we couldn’t check for price-increase caps, renewal terms, or what happens to your data if the company closes or is sold. Because Starter is described as a year-one onramp, plan for a move to Growth after the first year.1 We found no user reports of renewal increases, but there are also no reviews from after the 2026 repricing.

On exit, documents can be exported in bulk in their original format and as PDFs, along with metadata, versions and approvals.8 Ask for a renewal cap and a data-return clause in writing.

How Cognidox compares on price

OpenRegulatory Formwork publishes a flat price of 499 € a month for unlimited users, about $7k a year, with no setup or validation fees. SimplerQMS publishes a Starter price from $17.5k a year for up to 15 users, with implementation, validation and training included. Greenlight Guru publishes an entry price from $12k a year, with implementation priced separately. Cognidox’s estimated Growth range sits near the bottom of that group, but its add-ons and services aren’t priced, so get a full quote before comparing.

  1. Cognidox: Pricing. Vendor website, checked 4 Oct 2026. ↩︎ ↩︎ ↩︎ ↩︎ ↩︎ ↩︎ ↩︎ ↩︎ ↩︎ ↩︎ ↩︎ ↩︎ ↩︎ ↩︎ ↩︎

  2. Cognidox pricing page, archived 9 Mar 2026. Vendor website (Wayback Machine), checked 4 Oct 2026. ↩︎ ↩︎ ↩︎ ↩︎ ↩︎

  3. Cognidox pricing page, archived 27 Mar 2025. Vendor website (Wayback Machine), checked 4 Oct 2026. ↩︎ ↩︎

  4. GetApp: Cognidox. Listing site, read via a fetch tool 30 Sep 2026. ↩︎

  5. Cognidox: Lean eQMS. Vendor website, checked 4 Oct 2026. ↩︎

  6. Companies House: Cognidox Limited, persons with significant control. Company register, checked 4 Oct 2026. ↩︎

  7. Cognidox: Privacy policy. Vendor legal page, last updated 13 Jul 2026. ↩︎

  8. Cognidox: Compliance solutions (Part 11, Part 820, ISO 13485 mappings). Vendor website, checked 4 Oct 2026. ↩︎

More on Cognidox: full review · Cognidox alternatives · prices of all systems.

Frequently asked questions

How much does Cognidox cost?
Starter starts at £6,000 a year for up to 5 users, without e-signatures (October 2026). Growth, which a 10-person team needs, isn’t priced. Based on the March 2026 price list, we estimate £6,000–8,400 a year for a small team before add-ons.
Does Cognidox publish prices?
Only the Starter starting price. The tiers and their user limits are published, but Growth, Scale, Pro, Enterprise, the add-ons and professional services are not priced. Until 2026 Cognidox published per-user prices.
Is there a free plan or trial?
None of the published tiers is free. The 14-day free trial is usually offered after a demo, and Cognidox sets it up with your own documents, admin training and a named technical contact.
What fees come on top of the Cognidox subscription?
The validation pack, SSO, test server, extranet, LMS and APIs are listed as add-ons without prices, and professional services such as admin training and workflow set-up are also unpriced. Device companies will usually want the validation pack, so ask for its price.
Can Cognidox raise prices at renewal?
We can’t tell, because Cognidox publishes no terms of service. Its per-user list prices rose by 17–20% from March 2025 to March 2026. Ask for a renewal cap in writing.