Where self-hosted GLPI costs less and where it costs more
If a renewal or a per-technician pricing review is prompting this question, the short answer is that GLPI has no license fee, so the comparison comes down to infrastructure, migration, support and internal effort. ServiceDesk Plus Standard is free for five technicians, so a small team may pay no license at all. Above that threshold, your own quote and maintenance terms decide the commercial side. Ask your ManageEngine account team for the per-technician price of each edition you are considering, the maintenance period it covers, and whether asset discovery is included, since that capability is priced separately in the Professional tier. Put those figures next to the GLPI cost components below before you decide.
On the GLPI side, the recurring costs are the ones you run yourself: a PHP and database host, backups, and the staff time to apply updates. GLPI 12.0.0 requires PHP 8.3 or later and MariaDB 10.11 or later, or MySQL 8.0 or later, and the web server's document root must point to GLPI's public directory. The update procedure requires backing up the database, the files and the config directory, including glpi.key and glpicrypt.key. Since GLPI 11.0, plugins are suspended when a new version is detected and must be reactivated after major updates, so schedule that work into every upgrade. Server sizing is not supplied here. Confirm it against your asset count and number of console users during a pilot, and plan the rollout of GLPI Agent across your endpoints as a separate effort.
Support is where a subscription changes the arithmetic. GLPI Network public cloud costs 19 euros per user per month, and private cloud costs 21 euros per user per month with a 25-user minimum. Self-hosted subscriptions range from 100 euros per month for the Basic tier, which covers up to 10 agents and 500 assets, to 4,500 euros per month for Enterprise, which includes level 3 support. Check these GLPI Network subscription figures on the day you decide. Without a subscription, first-line support stays with your own staff or a partner. Ask any implementation partner for a fixed-scope written quote covering migration, hardening, backups and upgrade runs, then compare the total cost over the period you expect to stay.
Cost components on each side
This table compares what each platform charges for and what the customer funds directly. ServiceDesk Plus spend centers on licensing, maintenance and vendor services, while GLPI moves most spend to infrastructure, implementation and staff time. Read the recurring lines first, since they usually decide the multi-year comparison, and confirm current ServiceDesk Plus terms in a written quote.
| Cost component | ServiceDesk Plus side | GLPI side | One-time or recurring |
|---|---|---|---|
| License or subscription | Per-technician licensing by edition; the free Standard edition covers five technicians | No license fee under GPL-3.0; GLPI Network subscriptions are optional | Recurring for ServiceDesk Plus paid editions; optional recurring for GLPI |
| Maintenance and renewals | Annual maintenance tied to technician or asset counts; confirm renewal uplift in writing | No renewal fee for GLPI itself; support comes through separate subscriptions or contracts | Recurring |
| Server and database infrastructure | Application and database servers in your data center or cloud account, sized by technician and asset volume | Web server, PHP and MariaDB or MySQL, sized to your ticket and asset volume; hosting is yours | One-time build, recurring hosting |
| Hosted alternative | Cloud edition priced on the vendor's subscription terms; confirm inclusions | GLPI Network public cloud at 19 euros and private cloud at 21 euros per user per month, 25-user minimum (GLPI Network subscriptions page) | Recurring |
| Implementation and configuration | Vendor onboarding or partner services, quoted separately from the license | Internal team or fixed-scope partner builds categories, SLAs, workflows, forms and asset types | One-time |
| Data migration | Query reports exported to CSV; workflows, SLAs and templates rebuilt by hand | Import through GLPI's spreadsheet import, plus cleanup of user, asset and contract data | One-time |
| Asset discovery and agents | Discovery priced by asset count on higher editions; confirm which modules are included | GLPI Agent is free to use; you fund the deployment effort and monitoring of agents | One-time rollout, recurring upkeep |
| Support | Vendor support included with maintenance; response terms set by the tier | Community support, GLPI Network support levels or a partner retainer; ask for response terms | Recurring |
| Upgrades and testing | Vendor-delivered builds; your team funds regression testing and change windows | Your team funds the update cycle: back up database, files and config keys, run db:update, then reactivate plugins | Recurring effort per release |
| Internal skills | Administrator training on the ManageEngine product and its tuning | PHP, database, web server and agent administration skills, or a retainer to cover them | Recurring staff time |
What moves the comparison most
Five inputs decide whether the commercial licence line or the self-hosted server and staff lines dominate the total. Size each one against your own estate before comparing quotes, because the same input pushes the two sides in opposite directions.
Technician count and edition
ServiceDesk Plus is licensed per technician, so the number of people who work tickets sets the licence line directly, and the edition you need sets the price per seat. The free Standard edition covers only five technicians, so any team above that moves into a paid edition. GLPI has no per-technician fee, which means headcount growth adds to staff and support time rather than to a licence invoice. Confirm the technician count and the edition that covers your modules in writing before you compare totals.
Asset count and discovery scope
Asset volume drives the cost of discovery, inventory and any per-asset pricing tier that applies to your ServiceDesk Plus edition. In GLPI, the cost side is different: GLPI Agent runs on each managed machine and sends inventory to the GLPI server, so the load grows with endpoints and network scan scope. Ask ManageEngine whether asset-based charges apply to your edition and deployment, and estimate your own endpoint count and scan ranges for the self-hosted side.
Data volume and ticket history
Ticket history and attachments determine database size, backup duration and the cost of storage on your own servers. Migration effort also rises with history, because you must decide how much old data to move and how to map it into GLPI. Export tooling differs by product, so check what ServiceDesk Plus lets you extract (query reports, custom reports or direct database access on on-premises installs) before you size the target database.
Availability and backup requirements
The higher your availability target, the more the self-hosted line grows: redundant web and database tiers, tested backups and maintenance windows all need servers and staff time. GLPI's update procedure requires backing up the database, the files and the config directory including glpi.key and glpicrypt.key before each upgrade, so backup scope is part of operations. A commercial licence often bundles vendor support and hosting, so ask ManageEngine what availability commitments sit inside your quote.
In-house PHP and database skills
GLPI runs on PHP with MySQL or MariaDB, so teams with PHP, web server and database administration skills can run it with existing staff. Teams without those skills will pay for an implementation partner, outside support or training, and that cost recurs when staff turn over. Compare your current skills with the GLPI requirements for PHP version, web server document root and database engine, and price the gap as part of the self-hosted line.
What the ServiceDesk Plus license line includes
The ServiceDesk Plus license line is driven mainly by how many technicians you pay for and, in the higher editions, how many assets the product manages. Most of the cost sits in the purchase of technician licenses and, for Professional and Enterprise, in asset-based tiers. The free Standard edition, which ManageEngine's published terms describe as available to five technicians, changes the math only if your team and module needs both fit inside it. Maintenance is the recurring part. Confirm whether your current maintenance covers version upgrades, vendor support and access to new modules, and what happens to your right to run the installed version if maintenance lapses.
Before you compare anything with GLPI, pull the current price list and your maintenance terms from ManageEngine or your reseller. Ask how a technician is defined in the license (named user, concurrent session or another basis), how assets are counted for asset-based tiers, and whether on-premises and cloud pricing differ in the ways that matter to you. Also ask for the uplift on renewal and any fees tied to cloud hosting or additional data storage. Get these answers in writing, dated, because they determine the recurring figure you will compare against self-hosting costs.
Then list the edition modules your teams use each week, not the ones in the brochure. Typical examples include request and problem workflows, change approvals, asset discovery, CMDB, service catalog and contract tracking. Map each module to the edition that includes it, and note any that depend on add-ons. A short inventory of active technicians, their roles and the modules they touch will show whether you pay for capability you never use, and which features will need a replacement plan in GLPI, such as rebuilding approval workflows or SLA rules by hand.
How GLPI can be run: community, hosted or subscribed
Self-hosted GLPI is free software under GPL-3.0, so the license line in a quote is zero. The organization pays for the servers, the database, the web server and the staff or partner who install, configure, patch and back up the platform. Those costs recur every year and grow with the number of users, assets and integrations.
- No license fee: GLPI itself carries no per-technician or per-asset charge, so the cost sits in infrastructure and labor.
- Infrastructure: You run PHP, MariaDB or MySQL, and a web server such as Apache or Nginx on hardware or cloud instances you control.
- Upgrades: The update procedure requires backing up the database, files and the config directory, then running
php bin/console db:update. Plugins are suspended after a new version is detected and must be reactivated after major updates. - Support: Community support is available, but response times and escalation paths depend on your own staff or a partner you contract.
- Inventory agents: GLPI Agent is also free and can be deployed on Windows, macOS and Linux endpoints.
Confirm with your team how many hours per month they expect to spend on operations, and whether the support model they need can be met without a vendor contract. Ask any implementation partner to price the work as a fixed scope tied to written deliverables.
GLPI Network is the hosted offering from Teclib', which maintains GLPI. The public cloud option is billed per user, which makes it straightforward to budget when the user count is known. The vendor runs the platform, so the organization carries less operational work, but it pays a recurring subscription and accepts a hosted deployment model.
- Public cloud: 19 euros per user per month, according to the GLPI Network subscriptions page.
- Private cloud: 21 euros per user per month with a 25-user minimum, according to the same page.
- Trial: Teclib' offers a free 45-day trial of GLPI Network Cloud.
- Recurring cost: The per-user fee repeats monthly, so the annual total grows with headcount changes.
- Data location: Confirm with Teclib' which regions host the service and how backups and access logs are handled.
When comparing this option with self-hosting, add the internal labor you would avoid and the infrastructure you would no longer buy. Ask Teclib' for the written terms on data residency, exit and data export before you commit.
A self-hosted GLPI Network subscription keeps the platform in your own infrastructure while adding vendor-backed services. The subscription is priced by tier, and the page lists monthly prices from 100 euros for Basic to 4,500 euros for Enterprise. Each tier adds capacity limits, support levels and marketplace access, so the decision is about whether those additions are worth their recurring cost.
- Basic: 100 euros per month, up to 10 agents and 500 assets, according to the GLPI Network subscriptions page.
- Higher tiers: Capacity, support and plugin access grow up to the Enterprise tier at 4,500 euros per month.
- Level 3 support: Higher tiers include level 3 support, which is the escalation path for complex faults.
- Marketplace plugins: Subscriptions include access to GLPI Network marketplace plugins, which the community edition does not provide.
- Fit: Compare a subscription when you need contractual support, a defined escalation path or plugins you would otherwise build or maintain yourself.
Before buying, confirm the agent and asset counts for each tier, the exact plugins included, the support hours and response targets in writing, and whether any tier restricts where the platform is hosted.
How to build the comparison with your own numbers
This sequence turns a vague sense that ServiceDesk Plus is expensive into a side-by-side model built from your own technician count, asset count, quotes and effort estimates, compared over one fixed period.
Count technicians, requesters and assets
Pull the number of named technicians who will hold ServiceDesk Plus licenses, the number of requesters who only raise tickets, and the number of assets you would need to track. Ask IT operations to export the current technician list and an asset count from the existing inventory or discovery tool. Done when you have three numbers, each with a date and an owner who can defend it.
List the ServiceDesk Plus edition and modules in use
Record which edition you license (Standard, Professional or Enterprise) and which modules you actually use, such as problem, change, CMDB, asset management, contracts or SLA management. Separate modules you use daily from those enabled but idle. Done when you have a module list that maps each feature to a business process, which later becomes your GLPI functional checklist.
Obtain the current quote and maintenance renewal
Ask your ManageEngine partner or account contact for a written renewal quote that states the licensing basis, the technician or asset count it covers, whether the deployment is on-premises or cloud, and the annual maintenance or support cost as separate line items. Confirm whether the quote includes any add-ons you depend on. Done when the quote is filed with the contract term and the next renewal date.
Price GLPI servers and sizing
Choose a layout based on your user count and ticket volume: an all-in-one server or separate web and database servers. Use the sizing guidance published for iTop as a starting point only, then check it against GLPI's current requirements, which list PHP 8.3 or later and MariaDB 10.11 or later for GLPI 12.0.0 and only MySQL and MariaDB as supported databases. Get hardware, cloud instance or hosting prices from your own infrastructure team or provider. Done when you have a server bill of materials with a monthly and one-time cost for each tier, and a note confirming the PHP and database versions you plan to run.
Add GLPI support, optional subscription and agent costs
Decide whether you will run GLPI on community support alone or buy a GLPI Network subscription, and get the price for the tier you need from Teclib' or a reseller. Note that GLPI itself carries no license fee under GPL-3.0. Include the GLPI Agent rollout effort for endpoints and any third-party plugins. Done when each recurring support item has a quoted amount and a named owner.
Estimate migration and operations effort
Estimate the internal and external labor for exporting data from ServiceDesk Plus, importing it into GLPI, rebuilding workflows, SLAs and templates, deploying agents, training staff, and running backups, patching and upgrades. Ask for a fixed-scope written proposal from any implementation partner so the figures are comparable. Label any hypothetical staffing example as illustrative. Done when each effort line has a rate, an hours estimate from a named source and an owner.
Compare totals over one fixed period
Place both options in one spreadsheet over the same number of years, with one-time costs (migration, server setup, training) separated from recurring costs (maintenance or subscription, hosting, operations staff time). Run the totals with your own rates and check the result for sensitivity to technician count and asset growth. Do not rely on unsourced industry benchmarks. Done when the model shows the cumulative cost for each option by year and you can explain every line to a finance reviewer.
Questions buyers ask before comparing costs
Is GLPI really free to run in our own environment?
The GLPI software itself carries no license fee because it is free software under GPL-3.0. What you pay for is everything around it: servers or virtual machines, database and web server administration, backups, upgrades, plugin validation, staff time and any outside help you choose to buy. Optional GLPI Network subscriptions are a separate purchase for hosted cloud or self-hosted support tiers, and the published subscription pricing on the GLPI project website should be checked directly before budgeting. Ask ServiceDesk Plus to quote its per-technician and per-asset charges and maintenance in the same currency and term so the comparison is like for like.
How long does a migration from ServiceDesk Plus to GLPI take?
Duration depends on the volume and quality of data, how many custom workflows, SLAs and templates must be rebuilt, the number of integrations, and how many people must be trained and cut over. No duration figure is supplied for this comparison, so ask any implementation partner for a timeline tied to a written scope. A small installation with clean data and few workflows will move faster than one with years of history, custom forms and scripted approvals. Plan for a parallel run and a defined cutover window, and confirm the timeline with your own change advisory process.
What does the work need from our internal staff?
Your team will need to supply people who understand the current process, not just the software. Typical contributions include:
- A service owner who decides which categories, SLAs and approval paths survive the move
- An administrator who can provide database or query report access and review imported records
- Network and endpoint staff who approve GLPI Agent deployment and discovery ranges
- Application owners who test tickets, notifications and reports before cutover
Agree these time commitments in writing so the project does not stall waiting for decisions.
Can our own team run GLPI, or do we need a partner?
A capable internal team can run GLPI, provided it has PHP, MariaDB or MySQL, web server and Linux administration skills, and a routine for backups and updates. The GLPI update procedure requires backing up the database, files and config directory including the glpi.key and glpicrypt.key files, and plugins are suspended after a new version is detected and must be reactivated after major updates. If those skills or the time for routine upgrades are missing, a partner can cover planning, hardening, backup design and upgrades under a retainer. DeployOpen plans, implements, hardens, backs up, upgrades and supports self-hosted platforms inside the client's own infrastructure.
What does a fixed-scope quote from DeployOpen cover?
A fixed-scope engagement sets out scope, deliverables and timelines in writing before work starts. For a ServiceDesk Plus to GLPI project, the written scope would typically list the modules in use, the data to be migrated and what is excluded, the GLPI Agent rollout, integrations such as directory authentication, documentation, testing, the cutover plan and any post-cutover support. Ask for the assumptions behind each line, including what the client must provide. DeployOpen does not publish a price list, so the quote follows from that written scope.
How do I request a quote that I can compare fairly?
Send a short brief covering your current ServiceDesk Plus edition and the number of technicians and assets, the modules you use, your hosting model, integrations, data volumes, compliance obligations and target go-live window. Ask ServiceDesk Plus to confirm its current license and maintenance terms directly with ManageEngine, and ask any implementation partner to itemize planning, migration, testing, training, hosting and ongoing support separately. Request the same scope from each option so the totals can be compared against the same work.
What recurring costs should we expect after go-live?
Recurring costs usually include server and storage hosting, database and operating system maintenance, backup storage, GLPI and plugin upgrades, GLPI Agent management and any optional GLPI Network subscription or support contract. One-time costs include migration, rebuilding workflows and reports, training and testing. Ask each vendor which items recur, which are included in maintenance, and how renewal pricing changes over the term, and budget for staff time in the operating model as well as software fees.
How DeployOpen scopes a fixed-price GLPI implementation
DeployOpen plans, implements, integrates, hardens, backs up, documents and supports self-hosted open-source platforms inside your own infrastructure. For a move from ManageEngine ServiceDesk Plus to GLPI, we start by agreeing the cost components and the migration scope in writing, so the quote reflects your actual licensing, asset volume and workflows.
How we scope
- We confirm your ServiceDesk Plus edition, technician count, asset count and whether you run on-premises or in the cloud.
- We list the modules in use, such as requests, problems, changes, assets, contracts and knowledge base, and map each to GLPI.
- Engagements are fixed-scope, so deliverables and timelines are agreed in writing before any work starts.
How we build
- We size the GLPI servers, PHP and MariaDB or MySQL tiers, and web server for your ticket and asset volume.
- We deploy GLPI Agent for inventory and network discovery, and configure LDAP or other authentication your directory uses.
- We test imported requests, assets and users in a staging instance before any cutover is scheduled.
How we hand over
- We document the architecture, configuration, backup procedure and the GLPI update steps, including plugin reactivation.
- We rebuild categories, SLAs and workflows with your service desk owners and record the decisions made.
- We train administrators and leave runbooks so your team can operate GLPI without ongoing dependency on us.
How we support
- Ongoing support, upgrades and continuous testing are available as a retainer, scoped separately from the implementation.
- We can plan GLPI version upgrades against your change calendar and test them before production.
- We help you collect the evidence your auditors ask for, though independent auditors issue any audit report or certification.
