What Does Epicor Prophet 21® Cost?

Understanding Pricing Models, SaaS Value, and Concurrent User Licensing

At Scaled Solutions Group, one of the first questions we hear after a successful demo of Epicor Prophet 21® (P21) is:

“How much does Prophet 21 actually cost?”

It’s a smart question—and the honest answer is: it depends on your business needs. But don’t worry—we’ll help you make sense of it.

Let’s dive into the key factors that determine Prophet 21 pricing, why SaaS (cloud) deployments are more cost-effective than ever, and how the concurrent user model gives you far more flexibility than traditional named licenses.

What Impacts the Cost of Prophet 21?

Like any modern ERP system, Prophet 21 pricing is influenced by a few main variables:

1. Deployment Method

• SaaS (Cloud-based) – Monthly subscription with minimal IT infrastructure
• On-Premises – Higher upfront investment in hardware and internal IT resources

2. Number of Users

• Prophet 21 uses concurrent user licensing, meaning you only pay for the number of users actively logged in at the same time—not the total number of employees who need access.

3. Modules Required

1. Some businesses need advanced modules like:
2. Warehouse Management (WMS)
3. Customer Relationship Management (CRM)
4. Service and Maintenance
5. EDI and Supplier Integration
6. BI/Analytics tools (e.g., Epicor Report Studio or Grow BI)

Each of these contributes to your total investment.

4. Implementation Scope

• Are you migrating from a legacy system?
• Do you need data conversion, custom reporting, or third-party integrations?
• Will you require full training, documentation, or support for multi-site rollouts?

These professional services can vary in size and scope depending on how complex your needs are.

☁️ Why SaaS is Often the Smarter Investment

Over the last several years, we’ve seen a significant shift in the distribution industry toward cloud-based ERP deployments—and for good reason.

Here’s why Epicor Prophet 21 SaaS is often the most cost-effective and scalable choice for distributors:

✅ No Infrastructure Overhead

You don’t need to buy, manage, or upgrade servers. That saves significant costs up front and ongoing.

✅ Built-In Security and Backups

Epicor’s SaaS model includes secure hosting, data redundancy, disaster recovery, and compliance protocols—so you don’t have to build them yourself.

✅ Automatic Upgrades

No need to pay for future upgrade projects. With SaaS, new features are pushed automatically—keeping your business ahead without the downtime or expense.

✅ Faster Deployment

Cloud ERP systems generally go live faster, meaning quicker time-to-value and reduced implementation costs.

✅ Scale As You Grow

Need to add users or open a new branch? SaaS licensing and infrastructure scale with you—no forklift upgrades required.

The Power of Concurrent User Licensing

Most ERP vendors still sell licenses on a “named user” basis—meaning you pay for every single person who may need access, regardless of usage.

Epicor Prophet 21 is different.
It uses a concurrent user license model, which only counts the number of users logged in at the same time.

Here’s Why That Matters:

• If you have 50 employees but only 15 users are ever logged in concurrently—you only need 15 licenses.
• Perfect for businesses with rotating shifts, remote warehouses, seasonal employees, or part-time access needs.
• Helps avoid overspending on unused licenses while still enabling company-wide access.

It’s the most flexible and cost-efficient model available in the ERP space.

What’s the Bottom Line?

While exact Prophet 21 pricing depends on your configuration, here’s what we typically advise:

• Entry-level cloud deployments (small to mid-size businesses): start around $2,000–$4,000/month
• Mid-size/multi-site operations with WMS, CRM, and advanced reporting: $4,000–$8,000/month
• Enterprise deployments or large-scale integrations: pricing will be custom and include multiple concurrent user packs, implementation services, and add-on modules

Note: These are ballpark figures based on real-world projects. Your actual price will vary depending on your user count, modules, and implementation complexity.

How Scaled Solutions Group Helps You Plan Your ERP Investment

At Scaled Solutions Group, we’re not just a certified Epicor reseller—we’re hands-on ERP implementation partners with deep distribution expertise.

We help clients:

• Estimate accurate licensing needs
• Choose the right deployment model (SaaS vs. on-prem)
• Plan phased rollouts or full implementations
• Stay within budget while maximizing functionality
• We believe transparency is key—so we’ll guide you through every cost component and never push features you don’t need.

Ready to Get a Personalized Quote?

Let’s talk about your business goals, current system limitations, and growth plans.
Together, we’ll build a Prophet 21 pricing model that makes sense—for today and for your future.

• prophet21@scaledsolutionsgroup.com
• (866) 657-8419 – Nationwide
• www.scaledsolutionsgroup.com