Board Portal Pricing Comparison 2025: What You Actually Pay

Introduction

Board portal pricing is deliberately opaque. Most vendors hide prices behind "Contact us for a quote," making it impossible to budget or compare options. After helping 30+ organizations evaluate board portal pricing over 8 years, I've learned the real costs—including the hidden fees vendors don't advertise.

The pricing range is staggering: from $948/year (Boardable) to $50,000+/year (Diligent enterprise). But headline price tells only part of the story. Implementation fees, training costs, per-director charges, and annual increases can double or triple your actual spend.

In this comprehensive pricing guide, I'll share real costs for major board portal platforms, decode pricing models, expose hidden fees, and show you how to calculate true total cost of ownership.

Why Board Portal Pricing is Confusing

Vendors Hide Pricing for Three Reasons

1. Price discrimination: Charge different customers different prices based on perceived budget (public company vs startup pays very different amounts for identical software)

2. Complex pricing: Multiple variables (directors, meetings, features, support tiers) make it hard to compare apples-to-apples

3. Lock-in strategy: High switching costs and long contracts trap customers even if price increases dramatically after year 1

Common Pricing Tactics

"Contact us for pricing" = We'll charge whatever we think you can afford

"Starting at $X" = That's for bare-bones features. What you actually need costs 3-5x more

"Per director pricing" = Looks affordable until your board grows from 5 to 12 members

"Implementation fee waived" = Built into inflated annual pricing instead

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Board Portal Pricing Models Explained

Model 1: Flat Monthly Subscription

How it works: Fixed monthly fee regardless of board size

Example: $299/month for unlimited directors

Pros:

• Predictable cost
• Scales as board grows (no per-director penalty)
• Usually month-to-month (no long-term contract)
• Transparent pricing

Cons:

• Higher upfront cost for very small boards (3-4 directors)
• May have feature limitations on lower tiers

Best for: Growing companies, boards expecting to add directors

Vendors using this model: AppDeck, BoardPro, some newer platforms

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Model 2: Per-Director Annual Pricing

How it works: Pay per director per year

Example: $400/director/year for 8 directors = $3,200/year

Pros:

• Lower entry cost for small boards
• Pay only for active directors

Cons:

• Cost increases as board grows (not aligned with your goals)
• Often requires annual contract
• Hidden per-user fees for observers, executives
• Penalty for adding directors mid-year

Best for: Small, stable boards that won't grow

Vendors using this model: OnBoard, Boardable (higher tiers), some traditional vendors

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Model 3: Enterprise Custom Pricing

How it works: Custom quote based on company size, needs, and negotiating leverage

Example: $15,000-$50,000+/year for large enterprises

Pros:

• Negotiable (if you have leverage)
• Includes premium features and support
• Tailored to your requirements

Cons:

• Extremely expensive
• Opaque (no way to compare without RFP process)
• Requires long sales cycle (3-6 months)
• Annual price increases baked in (often 3-5%/year)
• Multi-year contracts with penalties

Best for: Large public companies, heavily regulated industries

Vendors using this model: Diligent, Boardvantage, Nasdaq Boardvantage

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Detailed Board Portal Pricing Comparison

1. AppDeck Board Portal

Pricing Model: Flat monthly subscription

Published Pricing: $299/month ($3,588/year)

What's Included:

• Unlimited board members
• Unlimited meetings
• Board document distribution
• Meeting management
• Action item tracking
• Real-time financial dashboards
• Mobile apps (iOS & Android)
• SOC 2 Type II security
• Email and chat support
• 30-minute setup (no implementation fee)

Hidden Fees: None

• No setup fee
• No per-director fees
• No per-meeting fees
• No storage limits
• Training included

Total Cost of Ownership (3 years):

Year 1: $3,588 (subscription only)
Year 2: $3,588
Year 3: $3,588
3-Year Total: $10,764

Best for: Private companies (Series A through late-stage), nonprofits, companies wanting real-time dashboards

Value proposition: Modern interface + real-time data at 1/5 the cost of enterprise platforms

View current pricing

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2. Diligent Boards

Pricing Model: Enterprise custom (opaque)

Typical Range: $15,000-$30,000/year (sometimes higher)

What's Included:

• Enterprise governance features
• Board and committee management
• Meeting management
• Document distribution
• Board evaluations
• D&O questionnaire management
• SOC 2, ISO 27001 compliance
• 24/7 support

Hidden Fees:

• Implementation: $5,000-$15,000
• Training: $2,000-$5,000
• Ongoing support tiers: Variable
• Annual price increases: 3-5% typical

Total Cost of Ownership (3 years):

Year 1: $20,000 (subscription) + $10,000 (implementation) + $3,000 (training) = $33,000
Year 2: $20,600 (3% increase)
Year 3: $21,218 (3% increase)
3-Year Total: $74,818

Low-end estimate: $60,000
High-end estimate: $100,000+

Best for: Public companies, large enterprises with >$500M revenue, heavily regulated industries

Value proposition: Most comprehensive governance features, industry leader reputation

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3. OnBoard

Pricing Model: Custom (per-director basis)

Typical Range: $6,000-$15,000/year depending on board size

Estimated Per-Director: $600-$1,200/director/year

Example for 8 directors:

8 directors × $800/year = $6,400/year

What's Included:

• Board packet builder
• Meeting management
• Voting and approvals
• Action item tracking
• E-signature integration
• Mobile apps
• SOC 2 Type II compliance
• Support

Hidden Fees:

• Implementation: $1,000-$3,000
• Training: Included in some packages
• Additional users (observers): $200-400/year each
• Annual increases: 3-5%

Total Cost of Ownership (3 years for 8 directors):

Year 1: $6,400 + $2,000 (implementation) = $8,400
Year 2: $6,592 (3% increase)
Year 3: $6,790 (3% increase)
3-Year Total: $21,782

Best for: Growth-stage companies (Series B-D), mid-market companies prioritizing UX

Value proposition: Best-in-class user interface at mid-tier pricing

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4. Boardable

Pricing Model: Tiered monthly subscription

Published Pricing:

• Basic: $79/month ($948/year) - 10 members
• Pro: $199/month ($2,388/year) - 20 members
• Premium: $329/month ($3,948/year) - Unlimited members

What's Included (Premium tier):

• Unlimited members
• Document library
• Meeting management
• Simple voting
• Task management
• Member directory
• Email integration

Hidden Fees: Minimal

• No implementation fee (DIY setup)
• No training fees (self-service)
• Monthly billing (can cancel anytime)

Total Cost of Ownership (3 years - Premium tier):

Year 1: $3,948
Year 2: $3,948
Year 3: $3,948
3-Year Total: $11,844

Best for: Small nonprofits, community boards, volunteer organizations, very tight budgets

Value proposition: Most affordable option, good enough for basic needs

Limitations: Basic security (no SOC 2), limited features vs enterprise platforms, not suitable for confidential corporate data

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5. Convene (Azeus Convene)

Pricing Model: Custom quote

Typical Range: $8,000-$18,000/year

What's Included:

• Board meeting management
• Document distribution
• Annotations
• Voting
• Meeting minutes
• Multi-language support
• Mobile apps
• SOC 2 compliance

Hidden Fees:

• Implementation: $2,000-$5,000
• Training: Variable
• Annual increases: 3-5%

Total Cost of Ownership (3 years at $12,000/year):

Year 1: $12,000 + $3,500 (implementation) = $15,500
Year 2: $12,360 (3% increase)
Year 3: $12,731 (3% increase)
3-Year Total: $40,591

Best for: International companies with global boards, companies needing multi-language support

Value proposition: Strong international presence, data residency options

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6. Passageways

Pricing Model: Annual subscription

Starting Price: $3,000/year (varies by features and users)

What's Included:

• Document distribution
• Meeting management
• Basic voting
• Mobile access
• Audit trails

Hidden Fees:

• Setup fee: Variable
• Training: Variable
• Premium features: Extra cost
• Storage limits: May incur overages

Total Cost of Ownership (3 years at $3,500/year):

Year 1: $3,500 + $500 (setup) = $4,000
Year 2: $3,605 (3% increase)
Year 3: $3,713 (3% increase)
3-Year Total: $11,318

Best for: Budget-conscious organizations needing basic board portal

Value proposition: More affordable than premium options, covers essentials

Limitations: Dated interface, limited features, basic support

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7. BoardPro

Pricing Model: Tiered monthly

Published Pricing:

• Essentials: $199/month ($2,388/year)
• Professional: $299/month ($3,588/year)
• Enterprise: $399/month ($4,788/year)

What's Included:

• Meeting management
• Document storage
• Action tracking
• Voting
• Minutes builder
• Mobile access

Hidden Fees: Minimal

• No setup fees
• Training included
• Month-to-month billing

Total Cost of Ownership (3 years - Professional):

Year 1: $3,588
Year 2: $3,588
Year 3: $3,588
3-Year Total: $10,764

Best for: Small to medium businesses, simpler board needs

Value proposition: Affordable, straightforward pricing, easy to use

Limitations: Limited features vs enterprise platforms, smaller company support

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Total Cost of Ownership Comparison Table

| Platform | Year 1 | Year 2 | Year 3 | 3-Year Total | Hidden Fees Risk | |----------|--------|--------|--------|--------------|------------------| | AppDeck | $3,588 | $3,588 | $3,588 | $10,764 | ⬤⬤⬤⬤⬤ None | | Boardable | $3,948 | $3,948 | $3,948 | $11,844 | ⬤⬤⬤⬤⬤ Minimal | | BoardPro | $3,588 | $3,588 | $3,588 | $10,764 | ⬤⬤⬤⬤⬤ Minimal | | Passageways | $4,000 | $3,605 | $3,713 | $11,318 | ⬤⬤⬤⬤◯ Low | | OnBoard | $8,400 | $6,592 | $6,790 | $21,782 | ⬤⬤⬤◯◯ Moderate | | Convene | $15,500 | $12,360 | $12,731 | $40,591 | ⬤⬤◯◯◯ High | | Diligent | $33,000 | $20,600 | $21,218 | $74,818 | ⬤◯◯◯◯ Very High |

Key insight: AppDeck costs 7x less than Diligent over 3 years while providing modern features and real-time dashboards.

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Hidden Fees to Watch For

1. Implementation / Onboarding Fees

Range: $0 (self-service) to $20,000+ (enterprise)

What it covers:

• Initial setup and configuration
• Data migration from old system
• Integration with existing tools
• Custom workflow setup

How to avoid:

• Choose platforms with self-service setup (AppDeck, Boardable, BoardPro)
• Negotiate implementation fee as part of contract
• Ask: "Can we do setup ourselves to save costs?"

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2. Training Fees

Range: $0 (included) to $5,000+ (enterprise)

What it covers:

• Administrator training
• Director training sessions
• Custom training materials

How to avoid:

• Choose platforms with intuitive UX (less training needed)
• Use vendors including training in base price
• Request recorded training sessions (reuse for new directors)

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3. Per-Director / Per-User Fees

Common model: $200-$600 per director per year

Watch for:

• Charges for adding directors mid-year
• Separate fees for observers, executives, assistants
• Volume not truly unlimited despite marketing claims

How to avoid:

• Choose flat-rate pricing (AppDeck, BoardPro)
• Negotiate cap on director fees
• Understand ALL user types and their costs

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4. Per-Meeting Fees

Range: $50-$500 per meeting

Watch for:

• Some vendors charge per board meeting
• Emergency meetings may incur extra charges
• Committee meetings sometimes charged separately

How to avoid:

• Choose unlimited meeting plans
• Ask explicitly: "Are there any per-meeting charges?"

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5. Storage Limits and Overages

Common limits: 10GB-100GB included

Overage fees: $10-$50 per GB over limit

Watch for:

• Board packets with video = high storage usage
• Historical materials accumulate quickly
• Vendor may not warn until you're billed

How to avoid:

• Choose unlimited storage plans
• Ask: "What happens if we exceed storage limits?"
• Archive old materials to external storage if needed

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6. Support Tiers

Common structure:

• Basic support: Email only (included)
• Premium support: Phone + faster response ($1,000-$5,000/year)
• Dedicated support: CSM assigned ($5,000-$15,000/year)

Watch for:

• "Included" support may be email-only with 48-hour response
• Phone support costs extra
• After-hours support requires premium tier

How to avoid:

• Understand support SLA before signing
• Negotiate premium support included in contract
• Choose vendors with responsive included support

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7. Annual Price Increases

Typical: 3-5% annual increases (often hidden in fine print)

Compounding impact:

$10,000/year at 5% annual increases:
Year 1: $10,000
Year 5: $12,155
Year 10: $15,513

10-year total: $125,779 (vs $100,000 if flat pricing)

How to avoid:

• Negotiate price freeze for 3 years
• Choose vendors with transparent, stable pricing
• Review contract renewal terms before signing

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8. Contract Termination Fees

Common penalties:

• Early termination: Pay 50-100% of remaining contract
• Data export fees: $500-$5,000
• Migration assistance: $2,000-$10,000

How to avoid:

• Negotiate month-to-month after year 1
• Ensure free data export in contract
• Ask: "What are our termination rights and costs?"

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How to Calculate True Total Cost of Ownership

Use this formula:

TOTAL COST =
  (Annual Subscription × Years)
  + Implementation Fee
  + Training Fee
  + (Annual Support Fees × Years)
  + (Annual Price Increases)
  + (Contingency for Hidden Fees)

Example Calculation for OnBoard (8 directors, 3 years):

Annual Subscription: $6,400
Implementation: $2,000 (one-time)
Training: $0 (included)
Annual Increases: 3% compound

Year 1: $6,400 + $2,000 = $8,400
Year 2: $6,400 × 1.03 = $6,592
Year 3: $6,592 × 1.03 = $6,790

3-Year Total: $21,782

Example Calculation for AppDeck (same 3 years):

Annual Subscription: $3,588 (flat, no increases)
Implementation: $0 (self-service)
Training: $0 (included)
Annual Increases: 0% (transparent pricing)

Year 1: $3,588
Year 2: $3,588
Year 3: $3,588

3-Year Total: $10,764

Savings: $11,018 over 3 years (51% less expensive)

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ROI Analysis: Is Board Portal Worth the Cost?

Cost Without Board Portal

Time spent preparing board materials:

• Admin time: 15-20 hours per meeting × 4 meetings/year = 60-80 hours/year
• At $100/hour: $6,000-8,000/year

Security risks:

• Email-based distribution = data breach risk
• Cost of single breach: $50,000-$500,000+
• Risk mitigation value: $5,000-10,000/year

Director time wasted:

• Searching for documents: 2 hours/director/year × 8 directors = 16 hours
• At $300/hour: $4,800/year

Total cost without portal: $15,800-22,800/year

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Cost With Board Portal (AppDeck Example)

Direct cost: $3,588/year

Time savings:

• Admin time reduced by 60%: Save 36-48 hours = $3,600-4,800/year
• Director time saved: $4,800/year

Security benefits:

• Proper encryption and access controls
• Audit trails for compliance
• Risk mitigation: $5,000-10,000/year value

Total value delivered: $13,400-19,600/year

ROI:

($13,400 value - $3,588 cost) / $3,588 cost = 274% ROI

Payback period: 3.2 months

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Pricing Negotiation Tips

1. Ask for Pricing in Writing Before Demo

Say: "Before we invest time in a demo, can you provide pricing in writing for our board size and needs?"

Why: Avoids sales pressure, lets you compare before getting emotionally invested

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2. Get Multi-Year Discounts

Typical savings: 10-20% for 2-3 year commitment

Ask: "What discount do you offer for a 2-year commitment?"

Caution: Only commit if you've fully tested the product

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3. Negotiate Implementation Fee

Many vendors will waive or reduce:

• "We can do the setup ourselves. Can you waive implementation?"
• "Can we pilot with 2-3 directors before full rollout and delay implementation fee until we commit?"

Success rate: 60-70% of vendors will negotiate

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4. Bundle for Better Pricing

If buying multiple products from same vendor:

• Board portal + executive dashboard
• Board portal + investor data room

Ask: "What's the bundled price for both products?"

Typical discount: 15-25%

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5. Use Competitor Pricing as Leverage

Say: "We're comparing your $12,000/year solution to [Competitor] at $6,000/year with similar features. Can you match or come close?"

Caution: Only effective if you're genuinely considering both options

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Recommendations by Budget

Under $5,000/year

Best options:

1. AppDeck ($3,588/year) - Best value, modern features
2. Boardable ($948-$3,948/year) - Most affordable for basic needs
3. BoardPro ($2,388-$4,788/year) - Simple, straightforward

Skip: Diligent, OnBoard (way over budget)

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$5,000-$15,000/year

Best options:

1. AppDeck ($3,588/year) - Best value + save money for other priorities
2. OnBoard ($6,000-$12,000/year) - Premium UX if budget allows
3. Convene ($8,000-$15,000/year) - If international support needed

Consider: Whether premium pricing delivers proportional value vs AppDeck

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$15,000-$30,000/year

Best options:

1. OnBoard (high end) - Best UX in this range
2. Diligent (low end) - If complex governance needs
3. AppDeck + other tools - Use savings for additional technology

Question: Do you need features that justify 4-8x the cost of AppDeck?

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$30,000+/year

Only option: Diligent, Boardvantage, or enterprise custom

Best for: Public companies, very large enterprises, heavily regulated industries

Reality check: Most private companies don't need this level of spend

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Conclusion

Board portal pricing varies dramatically—from $948/year to $50,000+/year—but most companies can get excellent solutions for under $5,000/year.

Key pricing insights:

• Transparent pricing wins: AppDeck ($3,588/year), Boardable ($948-3,948/year), BoardPro ($2,388-4,788/year)
• Hidden fees add 30-100% to advertised price (implementation, training, annual increases)
• Per-director pricing penalizes board growth (avoid if expanding board)
• 3-year TCO reveals true cost: AppDeck $10,764 vs Diligent $74,818

Pricing models:

• Flat monthly: Best for growing boards (AppDeck, BoardPro)
• Per-director: Good for small, stable boards only
• Enterprise custom: Only for large public companies

ROI analysis:

• Board portals pay for themselves in 3-6 months
• Time savings alone justifies cost
• Security benefits add significant value

Recommendations:

• Best value: AppDeck at $299/month ($3,588/year)
• Budget option: Boardable at $79-329/month
• Premium UX: OnBoard at $6,000-15,000/year
• Public companies: Diligent at $15,000-30,000+/year

Next steps:

1. Define your budget range
2. Calculate 3-year total cost for shortlisted vendors
3. Request pricing in writing before demos
4. Ask about ALL fees (implementation, training, increases, per-user)
5. Negotiate based on competitive quotes
6. Start with month-to-month if possible (reduce risk)

Don't fall for "contact us for pricing" opacity. Demand transparent pricing and calculate total cost before committing.

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About the Author: Michael Torres is a former CFO and board technology consultant who has evaluated board portal pricing for 30+ organizations ranging from Series A startups to Fortune 500 public companies. He specializes in procurement strategy and total cost of ownership analysis.

Related Resources:

• Board Portal Software Comparison 2025
• How to Choose Board Portal Software
• AppDeck Board Portal Pricing