Pricing
One price, every feature, 20 GB of storage per mailbox. No tiers, no setup fee, no minimum term. Start with 14 days free and no credit card.
Billed monthly · cancel anytime · no setup fees
What is included
What you never pay for
What that works out to
Prices are in US dollars and exclude local sales tax. Nothing on this page changes at 5 mailboxes or at 500.
Comparing a monthly price to a licence price is not a comparison. Here are the three routes an SMB on Microsoft 365 actually picks between, and what each one really asks of you.
$4 per mailbox per month, flat. Storage, updates, backups and support are in the price. The only thing you do is connect your tenant once.
The Exchange Online Archiving add-on, or moving everyone to a licence tier that includes retention. No new server — but you need someone who owns retention policies and holds, and the archive sits inside the tenant it is meant to protect.
MailStore-style software you buy and run yourself. Full control and many mail sources — against a licence, a Windows server, disks, backups, patching and the hours of whoever looks after it.
| Cost line | mailvault365 | Microsoft’s own route | Self-hosted server |
|---|---|---|---|
| Licence or subscription | $4 per mailbox / month | An add-on per mailbox, or a higher licence tier for everyone | A per-user licence, usually plus an annual update and support fee |
| Server | None | None | A Windows server or VM that has to exist, run and be paid for |
| Storage | 20 GB per mailbox, pooled, included | Whatever quota your plan grants | Your own disks, and someone planning their growth |
| Backups | Ours | Yours to think about — the archive lives in the same tenant | Yours — the archive itself needs backing up |
| Updates and patching | None for you | Microsoft’s | Yours, operating system and application |
| Admin time | Minutes to connect, then effectively none | Ongoing: retention policies, holds, and search requests routed through an admin | Setup, archiving profiles, monitoring, storage, restores |
| Who runs a search | Everyone searches their own mail; wider access is granted per mailbox and logged | Usually an admin, who runs the search and hands over the result | Whatever your administrator configures |
| If the person leaves | Archive stays and stays searchable after the Microsoft 365 user is gone | Only if the mailbox was put on hold before the account was removed | Archive stays on your server |
| Where the archive lives | A separate service on European infrastructure | Inside the Microsoft 365 tenant it is meant to protect | On hardware you control |
You will notice we do not print anybody else’s prices. Microsoft’s add-on and a self-hosted licence both depend on your agreement, your user count and your term — any number we quoted would be wrong for someone. Look up the two figures that apply to you, add the server, the storage and the hours, and put the total next to $4.
And a self-hosted archive genuinely is the better answer for some companies. We wrote down when, on the MailStore alternative page.
We bill mailboxes, not people. Every mailbox we hold an archive for counts — that is the whole rule.
This is the point people are most likely to be surprised by, so here it is in plain words. Remove a user in Microsoft 365 and their mailbox disappears from your Microsoft bill — but their archive stays with us, complete and searchable. That is exactly what you bought it for: the retention obligation does not leave with the employee. And because we still store it, it still costs $4 a month.
Billing for a leaver stops the moment you decide the archive can go. That is a deliberate, irreversible step under Administration → Mailboxes: Delete from archive wipes the mail from storage for good, and the mailbox drops off your next invoice. We will never take that decision for you.
Mailboxes that appear or disappear mid-month are handled automatically: new mailboxes are billed pro-rata straight away, reductions are credited at the next renewal. Nobody has to email us to add or remove a seat.
Every billable mailbox adds 20 GB to one shared pool. Twenty-five mailboxes means 500 GB for the whole account, and it does not matter how it is spread — a quiet mailbox lends its share to the person who never deletes anything.
In practice the pool goes further than it looks, because an email sent to forty colleagues is stored once, not forty times, while all forty archives still show it. If a pool ever does fill up, archiving of new mail pauses rather than overwriting anything you already have — get in touch and we will sort out more room.
Sign in with Microsoft 365, connect your tenant, and the archive starts filling with your real mail. Not a demo dataset and not a cut-down version — the full product, every feature, for 14 days. No card details, no sales call, nothing to cancel if you walk away.
If the trial ends without a subscription, the account switches to read-only: everything archived so far stays searchable and downloadable, and collecting new mail stops. Your archive is not deleted when the trial runs out.
Cancelling stops the billing, not the archive. When a subscription lapses — you cancelled, or an invoice simply did not go through — the account switches to read-only: every archived email stays searchable and downloadable. What pauses is the forward-looking work. No new mail is collected, and administrative changes such as adding a mailbox or changing who can see what wait until you subscribe again. Nobody should lose a compliance record over a missed payment.
Deleting data is a separate, deliberate step you take yourself. The full detail is on the security page.
Invoices go out monthly and are paid by card or SEPA direct debit. Prices are quoted in US dollars, excluding tax. Local sales tax, VAT or GST is calculated and added automatically from your billing country — and business customers with a valid VAT-ID see reverse charge applied where it applies.
Nothing changes except the number of mailboxes on the invoice. New mailboxes are picked up automatically on the next sync and billed pro-rata, at the same $4. There is no tier to jump to, no threshold where the price per mailbox changes, and no contract to renegotiate.
Their archive stays, complete and searchable, even after the Microsoft 365 account is deleted — and it keeps costing $4 a month while we store it. It stops costing anything the moment you permanently delete it from the archive, which is irreversible and always your call.
Yes. Billing is monthly, there is no minimum term and no notice period. Cancel in the billing portal and the subscription runs to the end of the period you have already paid for; after that the account is read-only and your archive stays readable.
Every message is stored as a standard .eml file from day one, never a proprietary format. Download individual messages from the app whenever you like; for a complete export, contact us and we will arrange it.
Per mailbox. Extra admins cost nothing, and giving a colleague access to another mailbox costs nothing either. Shared mailboxes are billed like any other mailbox, at the same price and with the same features.
No setup fee, and no annual plan. One price, billed monthly — we would rather keep you because the product works than because of the contract you signed.
Connect your Microsoft 365 tenant and watch the archive fill up. 14 days free, no credit card, no sales call — then $4 per mailbox per month.