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Why the sticker price is never the real price
Vendors advertise a per-seat figure because it is the smallest number they can put on the page. It is also the number that tells you least. Four things sit between "$7/user/month" and what actually leaves your account:
- Multiplication. $7 per user is $840 a year at ten people and $4,200 at fifty. The advertised figure is the one number in the whole decision that does not scale.
- The billing switch. Almost every price you see quoted is the annual-prepay rate. Paying monthly typically costs 15–25% more, which is a real choice about cash flow that most comparisons hide entirely.
- Minimum seats. Some tools bill a floor regardless of headcount. At a team of three, a three-seat minimum is invisible; the calculator applies it so it is not.
- The free-plan cliff. This is the one that surprises people. Free plans cap users, and the cap is often lower than you expect — monday.com stops at 2, Zoho Projects at 3, Wrike and Teamwork at 5. You do not notice until the day you add one more person and the tool asks for a card.
Where free plans stop covering you
These are the tools in our dataset that publish an explicit user cap on their free tier, ordered by how soon you hit it. Below the cap you pay nothing; one person over, and you move to the paid rate shown.
| Tool | Free up to | Then | Source |
|---|---|---|---|
| monday.com | 2 users | $8/user/mo | Review |
| Zoho Projects | 3 users | $5/user/mo | Review |
| Azure DevOps | 5 users | $6/user/mo | Review |
| Profit.co | 5 users | $7/user/mo | Review |
| Teamwork | 5 users | $13.99/user/mo | Review |
| Wrike | 5 users | $9.8/user/mo | Review |
| Jira Software | 10 users | $8.15/user/mo | Review |
| Koan | 10 users | $8/user/mo | Review |
| Asana | 15 users | $10.99/user/mo | Review |
| Linear | 25 users | $10/user/mo | Review |
Many other tools offer a free plan without publishing a user cap; those appear in the calculator as paid from the first seat, because that is the only figure we can verify. See the full comparison table for all 76 tools.
How this is calculated
Every figure comes from the vendor's own published pricing, compiled in our comparison table and last checked on the date shown against each tool. The maths is deliberately simple and visible: per-seat tools are multiplied by your team size (or by the minimum seat count, whichever is higher), flat-rate tools are added once, and the monthly option applies a 20% uplift — the midpoint of the typical range, since most vendors do not publish the monthly figure separately.
Treat the result as a planning estimate, not a quote. It uses each vendor's entry paid tier, and the entry tier is frequently not the one you will end up on: the integration or the admin control you actually need often sits one level up. Volume discounts, non-profit and startup programmes, and negotiated enterprise rates are not modelled here because they are not published. Confirm with the vendor before committing a budget, and if you spot a figure that has gone stale, tell us.