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Microsoft gives each person a terabyte of their own. Google pools one allowance across the whole company. Dropbox sells the team a block of it. Box stopped counting years ago and calls it unlimited. Zoho WorkDrive pools it as well, then adds a fixed amount for every person past the tenth. Read the four cards for what each vendor is actually metering, and there is an honest note about our own five hundred dollars further down.
Before you move a company's files anywhere
The gigabytes are the easy part. Any of these will hold your files and none of them will lose them. What goes wrong is quieter than that. A folder gets shared with a client in March and is still shared in November. Somebody leaves and their private folder goes with them. A finance directory ends up visible to the whole company because it was easier to share the parent than the child. None of that appears on a pricing page, and all of it appears eventually.
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Microsoft 365 Business Basic is seven dollars a user a month paid yearly and gives each person a terabyte of cloud storage. Dropbox Standard is fifteen dollars a user a month and starts the whole team at three terabytes, with Advanced at twenty four and fifteen terabytes. Box Business is twenty dollars a user a month billed monthly, fifteen billed annually, and does not cap storage at all. Google pools one allowance across the organization rather than handing it out per person. Those are four different units, and a per user price only means something once you have converted them.
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Every business shares files outward, with clients, accountants, contractors and lawyers, and the platforms treat those people very differently. Box Business requires external collaborators to hold paid accounts of their own and only lifts that at Business Plus. Zoho WorkDrive offers client users on every tier but sells them as a separate add on. Dropbox and Microsoft fold external sharing into the plan and then vary what you may do with it, such as password protection and expiry dates. Count the outsiders honestly before you price anything, because there are usually more of them than anyone expects.
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This is the question that separates a file store from a file system. Somebody resigns, and their private folder holds the only copy of the current pricing sheet. A team folder is archived by the person who created it and nobody else can bring it back. A retention setting deletes something at ninety days that finance needed at a hundred. Zoho WorkDrive lets an administrator transfer ownership from the Team plan upward, keeps deleted items recoverable for a hundred and twenty days, and logs administrative action on Business. Whichever platform you land on, somebody has to configure that on purpose.
Microsoft, Dropbox and Box all put a per user figure on their own pages, and all three mean something different by it. Google does not print one at all on the page we fetched. Read the four cards for what each vendor meters and where the included part stops, then read the plain note about our own fee underneath them.
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Storage Is Pooled
No Price On The Page
Thirty Gigabytes To Start
Google Drive is not sold on its own. It arrives with Google Workspace next to Gmail, Docs and Meet, and the plan you buy decides what the whole organization gets rather than what each person gets. We fetched the Workspace pricing page while writing this and the tier figures are drawn by script after the page loads, so we are not going to quote you one. What we can tell you is the model. Storage is pooled across the company, Business Starter sat at thirty gigabytes a head before that pooling arrived, and Google's own administrator guidance is about finding the users and legacy add ons sitting above it. If everyone already lives in Docs, the argument for moving is weak and we will say so.
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A Terabyte Each
Sold Inside Microsoft 365
Seven Dollars To Start
SharePoint has the cheapest entry point here and the least separable one. Microsoft's own SharePoint page now sends you to the Microsoft 365 Business plans, where Business Basic is seven dollars a user a month paid yearly and includes a terabyte of cloud storage for each person. Business Standard with Copilot is twenty three fifty and Business Premium with Copilot is thirty two. Microsoft also lists the same three plans without Teams, at five forty, twenty dollars thirty and twenty eight eighty. This is the only per user terabyte on the page, and if your company already runs on Excel and Outlook the honest answer is usually that you own this already.
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Priced In Public
Team Storage In Blocks
Sign On Sits Up Top
Dropbox is the easiest of the four to price and the one that keeps the most behind its top tier. Standard is fifteen dollars a user a month and starts the team at three terabytes with a hundred and eighty days of version history. Advanced is twenty four, wants three people or more, starts at fifteen terabytes and gives you a year of history. Single sign on, tiered administrator roles, audit logs with file event tracking and end to end encryption all sit on Advanced and nowhere below it. If sync on a laptop is the thing you care about most, Dropbox is still very good at it, and that is worth something.
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Storage Is Unlimited
Outsiders Need Accounts
Twenty Dollars A Person
Box is the one that stops counting gigabytes and starts counting everything else. Business is twenty dollars a user a month billed monthly or fifteen billed annually, with a three user minimum, unlimited storage and a five gigabyte limit on any single file. What Business does not include is external collaborators, who need paid accounts of their own until you reach Business Plus at thirty three dollars. Enterprise is forty seven. Version history runs fifty, fifty, a hundred and then unlimited as you climb. If you are in a regulated industry the compliance list here is the longest on this page, and that is a real reason to choose it.
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What the flat five hundred covers, and what it does not
Five hundred dollars a month, per organization, to design the thing and then run it. Team folder structure, permissions and roles, external and client access, TrueSync on the desktops, retention and recovery settings, data loss prevention rules, and the migration off Google Drive, Dropbox, SharePoint or the file server in the back office. That is a management fee rather than a licence. You hold your own Zoho WorkDrive subscription in your own name and every folder we build sits inside it, so if you ever leave, nothing has to be extracted from an account we control.
Here is the qualification. Our five hundred sits on top of whatever WorkDrive itself costs you, while the figures on the cards above are the tool. Zoho sells WorkDrive at three tiers with a three user minimum, and its prices are drawn by script exactly as the Google ones are, so we cannot finish the arithmetic for you on this page and will not pretend otherwise. What we can read is the shape. Starter starts a team at one terabyte, Team at three and Business at five, each adding a fixed block of storage for every user past the tenth, and client users are a paid add on on all three. We will run that against your real headcount on a call instead. If you already use several Zoho applications the licence often stops being a separate question, because Zoho One includes WorkDrive inside the bundle.
Storage on its own changes nothing. Which team folders exist and who may create one, where clients and contractors sit and what they can take away with them, what is retained and for how long, and which of your other systems file documents in here rather than in somebody's inbox. We decide those with you, build them, and hold them steady as the business changes. That is the actual work, and no pricing page has a line for it.
Every vendor on this page bills per person, so the storage bill rises the month you hire and nobody notices until renewal. Ours does not move. Five hundred dollars, whether you added four people this quarter or fourteen. The licence underneath it still scales with your headcount and we would rather say that plainly than bury it, but the part you pay us stays still.
File systems fail quietly. Everything keeps opening, so nothing looks wrong, and the gap only surfaces on the morning somebody notices that a client link from last spring still works, or that a leaver's folder held the only copy of something. We audit the sharing, the external links and the retention settings on a schedule rather than waiting for anyone to report them, because by the time a thing like that gets reported it has usually been true for months.
How do you compare four platforms that meter storage so differently?
Convert everything to one annual number for your own headcount and your own data, then read what each price leaves out. Write down four figures: how many people need an account, how much data you hold today, how much of it has to be reachable by somebody outside the company, and how far back you need to be able to recover a file. Microsoft, Dropbox and Box you can price today from their own pages. Google you price by pricing Workspace, because Drive is not sold on its own. Then add the part none of them quote, which is the hours somebody spends deciding who may see what.
How does a file storage decision go wrong?
Almost never on the storage. It goes wrong on structure. Somebody capable sets it up in a fortnight, everyone starts relying on it, and then that person changes role. Two years later there are nine hundred folders, four of them are still shared with a client who stopped being a client in 2024, the naming convention lasted about six weeks, and nobody can say which copy of the contract is current. All four platforms here can prevent every part of that. What went wrong is that nobody was ever assigned to keep doing it.
Who owns the files and the folder structure if you set this up for us?
You do, entirely. You hold your own Zoho WorkDrive subscription in your own name and we work inside it as administrators. The files, the team folders, the permissions, the retention settings and the integrations are yours, so if you move to another provider or bring it in house, nothing has to be exported out of an account we control. We would rather earn the renewal than hold anything of yours as leverage.
Should we simply buy one of these instead?
For a lot of businesses, yes, and we would rather say it here than after an invoice. If you have fifteen people in one office, everyone already inside Microsoft 365 or Google Workspace, and no obligation to prove who saw what, you already have file storage and there is nothing here worth paying us to manage. This starts being worth it roughly where the second question arrives: outside collaborators who need controlled access, a retention or eDiscovery requirement, a migration carrying years of history, or enough folders that nobody can answer who can open the payroll directory.
Which one actually comes out cheapest?
Microsoft, for most small businesses, and we are not going to dress that up. Business Basic is seven dollars a user a month paid yearly with a terabyte each, and if you already pay for Microsoft 365 then SharePoint costs you nothing further at all. Nothing on this page beats that on price alone. What the seven dollars does not include is anybody deciding how your folders should be shaped, or noticing that a share created for a project in April is still open in December, which is the whole of what we sell.
What happens when something breaks after the migration?
On a subscription the platform is supported and whatever you configured on it is not, and almost everything that breaks is what you configured. A sync client that quietly stopped on one laptop. A team folder whose permissions drifted after a reorganisation. A retention rule that removed something it should have kept. An integration that stopped filing invoices in April. The vendor will confirm their service is healthy, which it is. Somebody still has to go and find the actual fault.
Do we have to move everything across at once?
No, and it usually goes better if you do not. The normal order is the department whose files are in the worst state, then whoever shares with them most, then everybody else, with the archive moved last and quietly. Both systems run in parallel for a couple of weeks so nobody loses a document mid project. The one thing worth settling up front rather than in stages is the folder and permission structure, because retrofitting that onto a live file store is considerably harder than starting with it.
Can you take over a file store somebody else built?
Often, and it is real work rather than a tidy up. We read the folder and team structure, who holds administrator rights, where external and client users sit, what the retention and recovery settings actually do, which shares are still live and which of them should not be. Then we tell you what we found before touching anything. Occasionally the honest answer is that rebuilding the structure costs less than untangling it, and if that is the answer you get it in writing rather than as a surprise halfway through.
How long does a migration actually take?
Two to six weeks for most businesses, and longer where nobody currently agrees who may see what. The folder structure comes first, then permissions and external access, then the sync clients on the desktops, then the integrations into your other systems. Moving the data itself is rarely the slow part. Deciding what should not come across, and who owns the things nobody has opened since 2021, is what takes the time.
We already have somebody technical in house. What is left for you?
Possibly nothing, and that is a fine answer. Somebody who owns the file structure and genuinely keeps it current is most of this job. Where we tend to be useful alongside one is the migration itself, which is a short burst of work nobody has spare capacity for, and the permissions review that keeps getting deferred. We are also perfectly happy to be a second opinion on a structure rather than the people running it.
When would you tell us to walk away?
Two cases, and both are common. If your company already runs on Microsoft 365 or Google Workspace and everybody is content, you would be paying for storage twice the moment you add WorkDrive, and we would rather you kept what you have. And if your data genuinely cannot sit in somebody else's cloud, Zoho WorkDrive is cloud only and cannot meet that, so the answer is a platform you host yourself and we are not it. You would hear both of those on the first call rather than the third.
What if storage turns out not to be the problem?
We will say so before taking your money, and the fit review costs nothing. Files that nobody can find are usually unfindable because there was never an agreement about where things go, not because the search is poor. Moving that to a new platform moves the mess. If what you actually need is somebody to decide how work gets filed and then hold everyone to it, that is a shorter conversation and a much cheaper one.
What does this cost through you, stated plainly?
Five hundred dollars a month, per organization. It is listed on the managed Zoho WorkDrive page and on this one. Unlike the figures on the cards above it is a management fee rather than a licence, so your own WorkDrive subscription sits alongside it and we will price that with you before you commit. A migration carrying years of history off Google Drive, Dropbox, SharePoint or a local server is scoped and quoted separately, because the size of that varies enormously between one company and the next.
What happens if we decide to leave?
Thirty days notice ends it. Everything stays exactly where it is, because it was always in your Zoho account rather than ours. The files, the team folders, the permissions, the retention policies and the integrations all remain, and we hand over documentation of how it was built rather than leaving the next person to reverse engineer it. There is no export to negotiate and no term left to run down.
What do you need from us to start?
A rough headcount, including the people who will need an account but will rarely sign in. A rough figure for how much data you hold and where it currently sits. The names of the people who should hold administrator rights. A sense of which outside parties need to reach your files. And any retention, export or compliance requirement you are already under, because that shapes the tier before anything else does.
