How Much Does EDI Cost? | EDI Pricing Guide

In many industries, Electronic Data Interchange (EDI) is no longer optional, being mandatory for collaboration with business partners, retailers, distributors and suppliers. The advantages of EDI are obvious: faster transactions, reduced errors, better compliance. However, the actual cost of EDI is often poorly understood.

At Infocon Systems, we are often approached by companies irritated by the no-fee policy, unpredictable billing, and rigid contracts with other providers. This is the reason for creating this guide with the hope that every business would choose their EDI provider wisely. Whether you are new to EDI or are planning to change vendors, navigating the pricing landscape will make certain that value is received and ensures savings beyond just the expenses incurred.

Why EDI Pricing Seems Complicated

Since EDI pricing varies substantially from one provider to another, it is difficult to place EDI solutions side by side for comparison. Vendors charge by documents, per character (kilobyte), sometimes flat monthly fee. Additional charges include installation charges, commission fees, mapping fees, partner onboarding costs, and other software/hardware investments.

Such an arrangement makes budgeting, long-term forecasting, and financial planning unnecessarily difficult-their difficulties multiplied further searching for a solution suited for a growing business. What was supposed to be an inexpensive monthly plan may become an expensive operational cost when a person is unaware of all these variables.

1. Software and Hardware Costs: On-Premise vs. Cloud-Based EDI

One of the early decisions you might face is choosing between an on-premise (in-house) EDI system and the Cloud (outsourced) EDI provider, like Infocon Systems.

• An on-premise EDI will demand upfront investments for software licenses, EDI translators, any servers and firewalls you want, and ongoing IT maintenance. You will also need resources internally to manage that infrastructure and secure it.
• A cloud-based EDI eliminates these costs. All software and infrastructure are hosted, maintained, and upgraded by the provider, so there is no need for additional hardware or for an IT support team dedicated to such work-a-one-stop shop just for you!

With Infocon Systems, it is a fully hosted solution with no capital investment in infrastructure-from lower upfront costs to unpredictable maintenance bills.

2. Internal Resource Costs: Who Manages EDI?

While the platform can be set up at a reasonable cost, managing the Electronic Data Interchange (EDI) in-house can be labor-intensive. EDI requires subject-matter experts to do many of the following functions:

• Implement and configure trading partner maps
• Monitor document flows
• Troubleshoot errors
• Monitor security compliance
• Conduct partner onboarding

Doing this function requires not only budget for salaries in the various departments, but also time, competency and training. And if your EDI manager leaves the organization, all that internal knowledge is at risk and can come with significant ramifications.

InfoCon Systems provides a full management EDI service offering, which means my team does all the functions of EDI for you. From partner onboarding to troubleshooting errors to after hours monitoring, we will be the extension of your EDI team, and we can do it for less than the cost of an internal employee.

3. Trading Partner Onboarding and Compliance

Onboarding new trading partners is typically more complicated than expected. Each trading partner has its own data requirements, EDI standards, timelines, and validation rules. You should identify who your trading partner is – potential buyers, suppliers, or vendors depending on industry preferences. If you’re doing this in-house, you’ll need a team dedicated to onboarding new trading partners, which should consist of a number of skill sets to ensure that you have:

• Correct mapping formats
• Successful validation of test transactions
• Continuous compliance from the trading partner
• Service Level Agreement compliance

At Infocon Systems, we have assisted with onboarding thousands of trading partners across all industries and handle the entire onboarding process sending mapping and testing directly to the trading partner on day one you’ll be compliant, and we have procedures to maintain compliance as requirements change.

4. Billing Models: Know What You're Paying For

EDI providers have different billing options and it’s important to know how you are being billed:

• Setup Fees: Most providers will charge for an initial setup fee for implementation and configuration.
• Monthly Subscription: Many offer a flat-fee subscription offering a number of services combined for a monthly fee.
• Transaction-Based Fee: Some charge on a transaction basis which could mean each EDI document, or could be per character (i.e. KB). This will become costly if you have limited transaction volume increases.
• Partner Fees: Some vendors charge you additional fees for every new trading partner that you add.

At Infocon Systems, we are open and honest about our pricing and have options for transaction-based and unlimited use plans to suit your needs. You will never have to pay extra and pay for inflated usage, so you know what you are buying.

5. Fixed vs. Variable EDI Costs

Many businesses struggle to forecast EDI expenses because their pricing model is associated with ups and downs - volume, file size, peak season activity, etc.

• Fixed pricing helps with budget and prediction.
• Variable pricing companies can catch companies if the amount of transactions spikes.

Infocon provides predicted billing models with scalable options - ideal for companies that fears future growth. Whether you have 5 or 500 trading partners, our system is favorable for your volume without unexpected cost spikes.

6. Integration Costs: Web-EDI vs. ERP-Integrated EDI

Are you using a basic web-EDI solution or a fully integrated EDI system that directly connects with your ERP or accounting software?

• Web-EDI is cost-effective for low volume users, but it requires manual data entry.
• ERP-e-acquired EDI automatically automatically involves the flow but may include additional mapping and development works.

Infocon provides integration with popular systems such as Netsuite, SAP, Quickbooks, Microsoft Dynamics, and more, which is more than reducing your team's hours of manual work and data errors.

We work closely with your IT team or software vendor to ensure spontaneous integration with your back-office system, so that you can get the highest value from automation.

So, How Much Does EDI Really Cost?

The truth is EDI can cost as little as a few hundred dollars a month or escalate into six-figure enterprise projects. It all depends on:

• The number of trading partners
• The complexity of your integration
• Your volume of documents
• The type of support and service model you choose

At Infocon Systems, we’ll guide you through a tailored pricing model based on your business needs, no generic quotes, no guesswork.

Final Thoughts: Don’t Let EDI Pricing Catch You Off Guard

Choosing an EDI provider is not just about finding the cheapest solution - it is about finding a partner who understands your needs and provides frequent value. Complex pricing models, hidden fees and poor support can turn a great solution into an expensive burden.

Infocon Systems provides transparent pricing, fully managed services and decades of experience. Whether you are trading with some retail vendors or hundreds of global partners, we will help you apply, manage and score your EDI infrastructure - without hidden costs.

Ready to simplify your EDI journey?

Contact Infocon Systems today for a free consultation and customized quote.

FAQ: EDI Pricing

1. What is EDI pricing?

EDI pricing refers to the costs associated with using Electronic Data Interchange (EDI) services. It depend on your EDI provider, you might have to pay for set up fees, monthly subscription fees, fees per transaction, other mapping costs, support or integration fees, etc.

2. How is EDI pricing calculated?

Pricing is usually analyzed on:

• Number of trading partners
• Monthly transaction volume
• Types of EDI documents (i.e. 810, 850, 856)
• Integrating complexity
• Level of support (basic or managed services)

3. Does pricing vary between integrated and non-integrated EDI?

Yes. Connected EDI (linked directly to your ERP/accounting system) is usually more costly upfront but saves you time and labor over the long term. Non-connected EDI is less expensive upfront but could involve manual input.

4. Are there hidden fees I should watch out for?

Yes, some providers may charge for:

• Extra trading partners
• Custom document mapping
• Data storage
• Onboarding or migration
• Premium support or SLA guarantees
• Infocon Systems offers transparent pricing with no hidden charges.

5. Should I choose a monthly plan or a per-transaction plan?

It depends on your volume.

• Low volume (fewer than 500/month): Per-transaction pricing is economical
• High volume (500+): A flat monthly plan generally saves more

6. How much does EDI typically cost per month?

It varies, but here are rough benchmarks:

• Basic EDI service: $50–$250/month
• Managed service with integration: $300–$1000+/month
• Infocon Systems offers flexible pricing starting at $49/month.

7. Do I need to pay separately for each trading partner?

With some providers, yes. Infocon Systems includes multiple trading partners under a single affordable plan depending on the package.

8. Can I change pricing plans in the future?

Yes. Infocon Systems has scalable plans that expand with your company. You can upsize or change based on your increasing transaction volume or partner requirements.

9. What makes Infocon Systems’ EDI pricing different?

• Transparent, all-inclusive plans
• No surprise fees
• Free onboarding for most plans
• Excellent customer support included