GLPI cost of ownership and editions

How GLPI cost of ownership differs from the licence fee

GLPI has no licence fee under the GNU General Public License version 3, so the cost you model is the cost of running it. That running cost comes from infrastructure you host, GLPI Agent rollout across your fleet, marketplace or custom plugins, upgrades between major versions, and the internal time your administrators spend keeping the platform healthy. If you are comparing GLPI with a paid ITSM tool or a GLPI Network subscription, the subscription price is only one line in a model that needs all of these components.

Teams usually start this model for one of three reasons. The first is the renewal of an existing ITSM contract, where the question is whether the per-user or per-agent fee outweighs the cost of running GLPI yourself. The second is a new asset inventory need, such as replacing spreadsheets or an aging inventory tool, where the number of endpoints and the agent rollout effort become the main variables. The third is a planned move to GLPI 11 or GLPI 12, which brings PHP and database prerequisite changes, plugin compatibility checks and a staging test cycle that someone must staff and schedule.

Before you compare totals, separate one-time costs from recurring ones. One-time costs include the initial build, data import, agent deployment and the first plugin evaluation. Recurring costs include hosting, backups, monitoring, security patching, plugin maintenance and the time spent on each major upgrade. Ask every bidder and your own team to show the same split, so that a subscription quote and an in-house estimate can be read side by side.

Most organizations model this in-house first, because their own administrators know the endpoint count, the network layout and the ticket volume better than any outside party. A partner is then useful as a reviewer: checking the assumptions about hosting size, agent schedules and upgrade frequency, and pointing out components that are easy to overlook. Confirm with GLPI Network directly which subscription tier, user count or agent count applies to your environment before relying on any published figure, since those terms and prices can change.

Which GLPI edition fits the cost model

GLPI is distributed under the GNU General Public License version 3, so the software itself carries no license fee. The cost sits in the infrastructure, the people who run the platform and the work needed to keep it current. You can run this option without buying any Teclib' subscription, but you carry every operational task yourself.

Software license: no fee for the GPL-3.0 software under the license terms.
Servers and database: web server, PHP, MariaDB or MySQL, storage, backups and the hosting you already pay for.
Agent rollout: GLPI Agent is also open source, so the cost is the deployment, schedules and endpoint support.
Upgrades and admin time: backing up the database, files and the config directory including glpi.key and glpicrypt.key, then running db:update, plus reactivating plugins after major updates.
Support: provided by your own staff or an outside partner you hire, with no vendor service level unless you buy one.

Before comparing this option with a subscription, confirm with your own team or implementation partner how many administrator hours and how much hosting capacity your user count and asset count will require.

What drives GLPI running cost and effort up or down

This table lists the main factors that change what GLPI costs to run and how much admin time it consumes, with the reason each one matters and one practical way to limit it. Use it to see which decisions in your scope move the total most, especially the subscription model and the number of users, agents and assets.

Driver	Why it changes cost or effort	How to keep it down
Users and entities	Under GLPI Network, public cloud is priced at 19 euros per user per month and private cloud at 21 euros per user per month, with a 25-user minimum. Self-hosting on GPL-3.0 has no per-user licence, but admin time grows with each entity and profile.	Count named users who truly need a login, and use profiles and entities to separate teams instead of creating duplicate accounts.
Asset and agent count	Self-hosted subscription tiers are limited by agents and assets. The Basic tier starts at 100 euros per month with up to 10 agents and 500 assets, so fleet growth can move you to a larger tier.	Scope the first rollout to the device groups you need, and confirm current tier limits with Teclib' before sizing inventory.
Plugins: marketplace or custom	Marketplace plugins must be checked, updated and reactivated after each GLPI upgrade. Custom plugins carry ongoing maintenance for every major release, and self-hosted subscriptions list GLPI Network marketplace plugins as an inclusion at the higher tiers.	Prefer native GLPI features or established marketplace plugins, and keep a written inventory of each plugin with its owner and compatibility status.
LDAP, Active Directory and mail collectors	Directory sync, group mapping and mail collector polling each need configuration, testing and troubleshooting. Authentication is tried in order: database, LDAP, IMAP, then external methods, so mistakes here surface as login or ticket intake failures.	Standardize one directory source for user import and document the profile assignment rules so changes do not need manual edits.
Number of environments	Each environment (test, staging, production) needs its own GLPI instance, database and plugin set, and updates must be rehearsed on a copy before production. This multiplies hosting and admin effort.	Keep one non-production copy for upgrade and plugin testing, and refresh it from production only when a test needs current data.
Data retention and backup scope	Backups must include the database, files and the config directory with glpi.key and glpicrypt.key. Longer ticket and log retention increases database size, backup storage and restore time.	Set retention periods for tickets and logs with the business owner, and test a restore on a regular schedule to confirm the backup set is complete.
Compliance evidence needs	Audit trails, access reviews, change records and backup proof must be produced and kept. Evidence collection is an ongoing task, and it grows with the number of systems and approvers in scope.	Define the evidence list early and collect it from routine operations, such as exported access reviews and recorded upgrade tickets.
Chosen edition and support level	Self-hosted GPL-3.0 use has no subscription fee but relies on your own support arrangements. Subscription tiers add support levels, with level 3 support at the Enterprise tier, and cloud options shift hosting and operations to Teclib'.	Compare the total of hosting, admin time and any subscription against the support you actually need, and ask each option for its written support scope.

What a GLPI cost of ownership review includes

A cost of ownership review turns the GLPI decision into numbers your finance, security and IT owners can check. Each deliverable below feeds the next, so assumptions stay visible when the quote, the subscription terms or the team changes.

Cost model by component

The model separates licence or subscription, hosting, agent rollout, plugins, upgrades and internal admin time into their own lines. For self-hosted GLPI the GPL-3.0 licence carries no fee, so the model shows where the money actually goes: servers, database, backups, plugin purchases and staff hours. Each line names who pays for it and whether it is one-time or recurring.

Assumptions register

Every input to the model is recorded with its source and owner: user and asset counts, agent counts, hosting location, support hours and expected plugin needs. Assumptions are the first thing to revisit when a number moves. A register that names the owner of each assumption shows which figures the buyer must confirm internally before a decision.

Recurring cost schedule

This schedule lists costs that repeat each year or each month, such as subscription fees, hosting, backup storage, plugin renewals and admin time for patching. It also marks costs that arrive with each major release, including PHP and database upgrades and plugin reactivation after a major update. Finance can use it to budget beyond the first year.

Self-hosting and GLPI Network comparison

The comparison sets self-hosted GLPI against GLPI Network public cloud, private cloud and self-hosted subscription tiers. It shows what each option includes, such as support level, marketplace plugins and agent limits, and what the buyer still operates. Subscription prices are taken from the vendor's current published terms at the time of the review, and the comparison records the date they were checked.

Open questions for the vendor and owners

Some answers cannot come from documentation. Questions for Teclib' cover subscription minimums, what support level includes, and how agent or asset limits are counted. Questions for internal owners cover who runs upgrades, who approves plugin changes and which data residency rules apply. Each question names the person who must answer it before the model is final.

Exclusions and where they are covered

The review does not include the implementation build, data migration from another service desk, or security testing. Those are scoped as separate work with their own effort drivers. The review identifies which of them the cost model depends on, so the build, migration and testing estimates can be added without double counting hosting or admin time.

How a cost model is built step by step

The sequence turns a GLPI scope into a comparison of self-hosting and subscription options, with each phase producing a document the business owner can review and challenge.

Confirm scope and edition options
Start by agreeing what the GLPI deployment must cover: ticketing, asset inventory, contracts, CMDB, financial management or data center infrastructure, and which teams will use each. Then list the edition paths to compare: self-hosting the GPL-3.0 release on your own servers, or a GLPI Network subscription in public cloud, private cloud or self-hosted form. The output is a scope sheet that names the modules in use, the expected sites and the edition options under review. It is done when the business owner has signed off the module list, because every later cost line depends on it.
Inventory users, assets and agents
Count the people who will log in, the people who will only submit tickets, and the devices that GLPI Agent would report on, split by operating system and location. Subscription pricing is quoted per user for cloud plans and by agent and asset limits for self-hosted Basic, so these counts decide which tier fits. Ask the team for the figures from the existing directory and inventory tools rather than estimates. The output is an inventory sheet with user, agent and asset totals, and it is complete when each total has a named source and an owner who confirmed it.
Map integrations and plugins
List every system GLPI must read from or write to: directories for authentication, mail servers for email collectors, monitoring, procurement or HR feeds, and any SSO method. Note which authentication sources apply, since GLPI tries the internal database, LDAP, IMAP and other external methods in order. For each plugin you expect to need, record whether it comes from the marketplace or would be custom, and whether it is covered by a GLPI Network subscription. The output is an integration register with a plugin column, and it is done when every line has an owner and a decision on whether it is built, bought or skipped.
Estimate hosting and administration time
Describe the server layout you plan to run: web, database, file storage and backups, and whether the environment is your cloud account, a data center or an air-gapped network. Identify the recurring tasks: PHP and database patching, the update procedure with its backup of the database, files and encryption keys, plugin reactivation after major updates, and ticket and inventory administration. Ask internal platform teams for their current hourly cost and availability instead of assuming one. The output is a hosting and admin sheet that separates one-time setup from recurring operations, and it is complete when the business owner agrees the recurring hours have an accountable team.
Compare editions in one option matrix
Place each edition option side by side: the self-hosted GPL-3.0 path with your own hosting, admin and plugin costs, and each GLPI Network option with its published subscription price, support level, agent or asset limits and marketplace plugin access. Add the supported PHP and database versions for the GLPI release you intend to run, since they constrain hosting choices. Include the upgrade path to the GLPI 11 and 12 releases as a recurring cost in each column. The output is an option comparison matrix with every assumption written beside its figure, and it is complete when a reviewer can trace each total to a source line.
Review the model with the business owner
Walk the business owner through the scope, inventory, integration register, admin estimate and option matrix, and ask them to challenge the assumptions most likely to change: user growth, plugin needs, support expectations and internal staffing. Record each change and its effect on the comparison in a decision record, including the option chosen or the open question that blocks the choice. Quotes for any partner work should be requested against the same scope so the figures are comparable. The output is a signed decision record that names the chosen edition path and the assumptions behind it.

Recurring costs after go-live

This table lists the cost lines that continue after GLPI goes live, with who pays for each and whether it is one-time or recurring. Self-hosting under GPL-3.0 carries no license fee, so most ongoing cost sits in hosting, upgrades, plugin checks and staff time. Subscription tiers are published on the GLPI Network subscriptions page, so confirm current figures there and use the final column to structure each quote.

Cost line	One-time or recurring	Who pays	What to ask for in a quote
Software subscription	None for GPL-3.0 self-hosting. Recurring if you buy GLPI Network, from 100 euros per month for self-hosted Basic	Your organization, paid to Teclib'	Tier, agent and asset limits, support level, and which marketplace plugins are included
Hosting for web, database, file storage and backups	Recurring	Your organization, to your cloud or data center provider	Compute, storage and backup retention sizing, plus who operates the servers after handover
Agent maintenance	Recurring, grows with device count	Your endpoint or IT operations team	Agent version rollout plan, inventory schedule changes, and enrollment steps for new devices
Plugin maintenance and compatibility checks	Recurring, with extra work at each major GLPI release	Your organization or an implementation partner	Who tests each plugin against new GLPI versions, how fixes are billed, and the expected test window
Upgrades to GLPI 11 and 12	Recurring per major release, plus one-time staging setup	Your organization or an implementation partner	Confirmed PHP and MariaDB versions from the current README, plugin reactivation steps, and the update steps in the GLPI installation docs
Security patching	Recurring	Your operations or security team	Patch cadence for the operating system, web server, PHP, database and GLPI, and the maintenance window terms
Internal administrator time	Recurring	Your organization, through staff time or allocated roles	Expected monthly administration hours, ticket triage ownership, and cover for absence of the main administrator

Where GLPI cost models usually go wrong

GLPI's license is free, so most cost surprises come from work that sits around the software: agents on every device, plugins that stop working after an upgrade, backups of keys that are easy to forget, and staff time nobody budgeted. Each card below names one error, why it matters for total cost, and the check that prevents it.

Treating the free licence as zero cost

GLPI is distributed under the GNU General Public License version 3, so the software itself carries no licence fee for self-hosting. Total cost still includes the servers or cloud accounts, database and web tier, backups, monitoring, TLS certificates and the people who run them. Ask your team to list every recurring infrastructure line item for the first year before comparing against any subscription quote.

Underestimating agent rollout across platforms

GLPI Agent runs on Windows, macOS and Linux and handles hardware and software inventory, network discovery and package deployment. Each platform has its own packaging, deployment tooling, permissions and exceptions for laptops that are offline most of the week. Estimate the rollout per operating system and device group, and confirm which endpoints need a deployment tool, a manual install or a change window.

Forgetting plugins suspended after upgrades

Since GLPI 11.0, plugins are suspended when a new version is detected and must be reactivated after major updates. A plugin left inactive can remove a ticket workflow, asset form or integration from daily operations until someone notices. Add a plugin inventory with versions and compatibility checks to the upgrade plan, and budget time for testing and reactivation on a staging copy first.

Ignoring encryption key backup during upgrades

The GLPI update procedure requires backing up the database, the files and the config directory, including glpi.key and glpicrypt.key. Without those keys, encrypted data in the database may not be recoverable after a restore. Treat key backup as a gating step in every upgrade runbook, store copies separately from the database backup, and test a restore before the production change window.

Counting users instead of agents or assets

GLPI Network self-hosted subscriptions are priced by tiers tied to agents and assets, such as the Basic tier at 100 euros per month for up to 10 agents and 500 assets, according to the GLPI Network subscriptions page. Per-user pricing applies to the cloud offers, so a model built on headcount can miscount both ways. Compare the managed and self-hosted options using your actual agent and asset counts, and confirm how each vendor defines them.

Skipping internal admin time

Running GLPI includes ticket category design, profile and entity configuration, LDAP synchronization, cron and mail collector monitoring, plugin maintenance and upgrade testing. These tasks recur and usually fall to a small number of staff who already have other duties. Put named owners and an estimated monthly hour range for each recurring task into the cost model, and compare that with the time a support partner would invoice for the same work.

What your team can model and what a partner should check

Your team can build most of the GLPI cost model itself, but only the parts that depend on your own organization. The inputs that belong in-house are the number of users who will open tickets, the number of managed assets and agents, the business priorities that decide which ITSM processes go live first, and the budget owner's choice between self-hosting and a GLPI Network subscription. Day-to-day administration time is also yours to estimate, since it depends on how many people will create categories, approve changes and handle requests. A spreadsheet that multiplies user counts and agent counts against the GLPI Network price points is enough for a first comparison. The GLPI Network subscriptions page lists public cloud at 19 euros per user per month, private cloud at 21 euros per user per month with a 25-user minimum, and self-hosted tiers from 100 euros per month for Basic up to 4,500 euros per month for Enterprise. Confirm current figures on that page before you rely on them.

Some parts need skills your team may not hold at the depth required, and a partner should check them before you commit. The edition comparison is the first of these. Self-hosting GLPI itself is free under GPL-3.0, but the subscription tiers add support levels and marketplace plugins, so the right comparison depends on which plugins you need and which support response you can accept. Ask a partner to map your required features against the tier definitions, and to confirm whether any plugin you depend on is included or must be bought separately. Plugin compatibility is the second check. GLPI 11 suspends plugins after a new version is detected and they must be reactivated after major updates, so every plugin in your model carries an upgrade cost that should be confirmed, not assumed.

Upgrade effort and hosting sizing are the third and fourth items to outsource or review closely. An upgrade estimate needs someone who can run the GLPI update procedure on a staging copy, back up the database, files and the glpi.key and glpicrypt.key files, run php bin/console db:update, and retest plugins. The GLPI installation docs list PHP 8.2 or later with MySQL 8.0 or MariaDB 10.6 for GLPI 11.0, while the current README lists PHP 8.3 or later and MariaDB 10.11 or later or MySQL 8.0 or later. Your team should confirm which set applies to the version you plan to run. Hosting sizing depends on user concurrency, agent check-in frequency and the web server, database and cron design, so ask a partner to size these against your environment rather than copying a generic figure.

Your team needs specific skills to maintain the internal model. Finance or service management staff can own the user and asset counts and the budget decision. Platform engineers need PHP and web server administration for Apache, Nginx, lighttpd or IIS, along with database administration for MariaDB or MySQL. Identity integration skills are needed when LDAP, Active Directory or REMOTE_USER decide how many accounts you pay for. Inventory tooling skills are needed for GLPI Agent rollout, since agent counts drive subscription tiers. When an internal model is enough: if you run fewer than a few agents, use the public tier pricing only as a reference, and keep the model in a spreadsheet that the budget owner signs off. Bring in a partner when plugins, upgrades or hosting design carry most of the cost.

How the cost picture changes by starting point

Moving from a paid ITSM tool changes the licence line first. GLPI is distributed under GPL-3.0, so self-hosting carries no software fee, and the cost moves to data migration, hosting and the internal time needed to run the platform. If you compare against a GLPI Network subscription, the GLPI Network subscriptions page lists public cloud at 19 euros per user per month, private cloud at 21 euros per user per month with a 25-user minimum, and self-hosted plans from 100 euros per month (Basic) to 4,500 euros per month (Enterprise).

Lines that shrink: recurring licence fees for the retired tool.
Lines that grow: one-time data migration, server or hosting, cutover effort and user training.
Lines that may appear: a GLPI Network subscription, if you need level 3 support or marketplace plugins.
Questions first: When does the current contract end, and what are its exit terms? Which history, attachments and asset records must move? Who supports the platform after go-live?

Confirm the current tool's export formats and contract exit terms before building a comparison, because those two items usually decide the migration effort.

What you need to provide before a cost model can be built

A GLPI cost model is only as good as the inputs behind it. Before anyone can estimate what a self-hosted deployment or a GLPI Network subscription will cost you, the team needs a short set of facts from your side. The most important are current user and asset counts broken down by entity, because the number of people who will log in and the number of devices GLPI must track drive almost every other line in the model, from licensing tiers to agent rollout effort and database sizing. Next, provide the list of agents and the platforms they run on. Windows, macOS and Linux endpoints each need GLPI Agent or a legacy FusionInventory installation, and the count per platform affects deployment effort. Note whether you already run an inventory tool, a service desk or a CMDB, and send the contract terms for each: notice periods, renewal dates and data export rights. These determine whether you can run systems in parallel during migration and when the old spend can actually stop. Confirm the renewal date with the vendor rather than assuming it from the invoice. Integration requirements change both the effort and the hosting design. Ask your identity team which directory holds your users, whether LDAP or Active Directory import is required, which mail servers GLPI must send and receive through, and whether single sign-on is expected at launch. Also collect your plugin wish list, since marketplace plugins for SAML or OAuth sign-in and similar features may fall under a paid tier or require a custom build. Document hosting options and approval rules, including whether you must use your own data center, which cloud accounts are approved, and how long change approvals take. Finally, name two accountable people: a business owner who decides service desk processes and priorities, and an IT owner who controls servers, identity and change windows. Ask each of them how many internal admin hours they can release for configuration, testing, upgrades and cutover. Internal time is the cost most often left out of a model, and it recurs with every GLPI major version. Put these inputs in writing so the model can show which assumptions drive the total and which quote items you should challenge.

GLPI cost questions buyers ask before hiring help

Does GLPI have a licence fee if we self-host it?

No licence fee applies to the software itself, because GLPI is distributed under the GNU General Public License version 3. Your costs come from the work around it: servers or cloud instances, the web server, PHP and the database, backups, storage, and the internal time to install, configure, patch and upgrade it. Hosting and admin time recur every month or year. Agent rollout, marketplace plugins and any custom development are usually one-time costs, although plugin licences and maintenance can recur. Ask any partner to separate one-time and recurring items in the quote so you can compare them with your own internal estimate.

What does a GLPI Network subscription add over self-hosting?

A GLPI Network subscription adds vendor support, access to GLPI Network marketplace plugins, and, for cloud tiers, a managed hosting environment operated by Teclib'. According to the GLPI Network subscriptions page, 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 (Basic, up to 10 agents and 500 assets) to 4,500 euros per month (Enterprise), and the page lists level 3 support for the higher tiers. Cloud pricing is per user, while self-hosted pricing is tied to agents and assets, so model both against your real counts. Confirm current terms on the subscriptions page before you decide.

How long does a GLPI cost review take to complete?

No duration figure is available for a cost review, so ask for one in writing as part of the scope. The length depends on how many sites, entities and user groups you have, how many assets and agents must be counted, whether you are comparing self-hosting with a Network subscription, and how much current data you can share. Reviews also run longer when you must confirm plugin needs, identity integration, or the upgrade path for an existing GLPI installation. Ask the partner to list each input they need, who supplies it, and the date by which you must provide it.

Can our IT team estimate GLPI costs without outside help?

Yes, a capable internal team can build a baseline model. Start with user counts, GLPI Agent counts, expected asset volume, hosting options, backup retention and the internal hours needed for installation, upgrades and monthly administration. Then compare the result with the public subscription tiers and the 45-day free trial of GLPI Network Cloud if you want to test the managed option. The harder items are plugin compatibility, identity integration, and upgrade planning, because these depend on your environment and on the GLPI version you choose. An outside review is most useful for those items and for checking your assumptions before you commit.

What does a GLPI deployment need from our team?

A deployment needs named owners, access, and decisions before any build starts. Typical inputs include a server or cloud account, network routes between users, agents and the GLPI server, access to your directory service (LDAP or Active Directory) and mail server, a backup policy with retention, and a change window for cutover. Your team must also decide how entities, profiles, ticket categories and approval roles should map to your organization, and who signs off each phase. Ask the partner for a written list of these inputs with owners and due dates, so delays are visible early and do not surface during the build.

Do GLPI 11 and 12 need different PHP and database versions?

Yes, the required versions differ and this can change hosting cost. The GLPI installation documentation lists PHP 8.2 or later with MySQL 8.0 or MariaDB 10.6 for GLPI 11.0, and says only MySQL and MariaDB are supported. The GLPI README on the main branch lists PHP 8.3 or later with MariaDB 10.11 or later or MySQL 8.0 or later. If your current operating system or database cannot meet the target version, the upgrade may require new hosts or an OS upgrade, which adds one-time cost. Check the release notes and prerequisites for the exact version you plan to run before you finalize the quote.

What recurring costs should we budget after GLPI goes live?

Recurring costs usually include hosting, backups and storage, the internal hours to monitor and administer the platform, agent updates, and any subscription or plugin fees you choose. Upgrades also recur. The GLPI update procedure requires backing up the database, the files and the config directory, including the glpi.key and glpicrypt.key files, then running the database update command. Since GLPI 11.0, plugins are suspended when a new version is detected and must be reactivated after major updates, so each upgrade needs testing time. Ask a partner whether post-go-live support is included, how it is priced, and which items it excludes.

How DeployOpen scopes and supports GLPI cost work

DeployOpen plans, implements, documents and supports self-hosted open-source platforms inside your own infrastructure, including GLPI. For cost of ownership and editions, we start from a written scope that separates the free GPL-3.0 software from the hosting, agent rollout, plugin, upgrade and admin time that recur after go-live.

How we scope

Written scope listing hosting targets, expected user and asset counts, agent coverage and the plugins you plan to run.
Side-by-side comparison of self-hosting effort against GLPI Network cloud or self-hosted subscription terms, with the source of each figure named.
Confirmation of the GLPI version to deploy, since GLPI 11 and GLPI 12 have different PHP and MariaDB or MySQL prerequisites.

How we build

Server build with the web document root pointed at GLPI's public directory and URL rewriting routed through index.php.
Database, PHP and web server configuration checked against the supported MariaDB or MySQL and PHP versions for the chosen release.
GLPI Agent deployment tested on a sample of Windows, macOS and Linux endpoints before the wider rollout is scheduled.

How we hand over

Runbook covering the recurring cost lines: server capacity, database backups, agent updates, plugin maintenance and admin hours.
Documented update procedure that backs up the database, files and config directory, including glpi.key and glpicrypt.key, before running db:update.
Inventory of plugins with their versions, reactivation steps after major updates and the owner for each plugin decision.

How we support

Ongoing support, upgrades and continuous testing are available as a retainer, scoped in writing separately from the deployment.
Review of the GLPI release cycle, including planning the GLPI 11 to 12 move on a staging copy before production.
Periodic cost review that compares actual hosting, agent and admin time against the original written scope.