Email Marketing Cost Calculator
Estimate monthly email marketing platform costs from subscriber count and send frequency.
Returns cost per subscriber, cost per send, and break-even revenue.
Business email platform cost is calculated per user per month, but the true total cost of ownership includes setup, migration, support, storage add-ons, and the productivity value of features like shared calendars, video conferencing, and collaboration tools.
Total Monthly Cost formula:
Total Monthly Cost = (Users × Price per User per Month) + Add-on Costs
Annual Cost formula:
Annual Cost = Total Monthly Cost × 12
Cost per Employee:
Cost per Employee per Year = Annual Cost / Number of Users
What each variable means:
- Users — number of active email accounts/mailboxes; shared mailboxes (e.g., support@, info@) may or may not count toward the license count depending on provider
- Price per User per Month — varies by plan tier and provider
- Add-on Costs — extra storage (beyond plan limit), email archiving, additional aliases, security/compliance tools (e.g., email encryption, DLP), backup services
Major providers pricing (2024, approximate):
| Platform | Basic | Business | Enterprise |
|---|---|---|---|
| Google Workspace | $6/user/mo | $12/user/mo | $18/user/mo |
| Microsoft 365 Business | $6/user/mo | $12.50/user/mo | $22/user/mo |
| Zoho Mail | Free–$1/user/mo | $4/user/mo | $6/user/mo |
| ProtonMail Business | $8/user/mo | $16/user/mo | — |
| Fastmail | $3/user/mo | $5/user/mo | $9/user/mo |
Worked example: Company of 25 employees on Google Workspace Business Starter ($6/user/month):
Monthly cost = 25 × $6 = $150/month Annual cost = $150 × 12 = $1,800/year Cost per employee: $1,800 / 25 = $72/year
Upgrading to Business Standard ($12/user): $3,600/year — adding Meet video conferencing, 2 TB storage, and enhanced security.
Decision factors beyond price: Storage per user (30 GB vs 2 TB matters at scale), video conferencing inclusion, mobile MDM support, compliance/eDiscovery requirements, and migration complexity from your current system.
How we build and check this calculator
This calculator runs entirely in your browser, so the numbers you enter stay on your device. The math behind it is written by hand and tested against worked examples and standard references before the page goes live.
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