How board portal pricing is typically structured
Per user
You pay a fixed amount for each director, committee member or secretariat user per year. Easy to understand, but costs rise with every co-opted member, alternate director or new committee.
Per organisation
A single annual fee covers the organisation, usually with a set number of users included and a published rate for each additional user. Budgeting is more predictable for boards with several committees.
Subscription vs perpetual licence
A subscription is paid annually and is typically treated as an operating expense, with updates and support delivered as part of the service. A perpetual licence is a one-time purchase, often preferred by public-sector procurement rules, usually with a separate annual support or maintenance fee.
Implementation and training
Setup, configuration, migrating past board packs and minutes, and training administrators and directors may be included in the plan or quoted as one-off services. Ask each vendor which applies, so you compare like with like.
VAT, withholding tax and KES invoicing in Kenya
- VAT. Software subscriptions and related services supplied in Kenya are generally subject to VAT at the standard rate. Check whether each quote is inclusive or exclusive of VAT before comparing totals.
- Withholding tax. Public entities and other withholding agents may deduct withholding tax, and where appointed, withholding VAT, from payments for services. Rates depend on the type of service and the supplier's residence, so confirm the treatment with your finance team or current KRA guidance.
- Tax invoices. Ask for a KRA-compliant electronic tax invoice so that your input VAT and withholding certificates reconcile.
- Currency. Many vendors price in USD. If you need to pay in Kenya shillings, ask for KES invoicing and confirm which exchange-rate date applies.
What to put in a tender
Splitting the tender into clear lines makes bids comparable and keeps recurring and one-off costs separate:
- Subscription: plan, term (for example 12 months), number of board and committee users, cost per additional user.
- Implementation services: setup and configuration, migration of historical board packs and minutes, integrations (for example Microsoft 365).
- Training: administrator and company secretary training, director onboarding, number of sessions and format.
- Support: support channels, hours and response commitments.
- Optional perpetual licence: if your procurement rules prefer capital expenditure, ask for it as a priced alternative.
- Commercial terms: currency (USD or KES), whether prices include VAT, withholding tax treatment and payment terms.
- Data protection: ask how the vendor supports your obligations under Kenya's Data Protection Act, 2019.
What eBoard costs
eBoard publishes its prices in USD per organisation per year, billed annually, exclusive of applicable taxes (VAT and withholding tax where applicable).
| Plan | Price (USD/year) | Users included | Additional users |
|---|
| Starter | $2,500 | Up to 10 | $200 per user/year |
|---|
| Professional | $7,500 | Up to 30 | $175 per user/year |
|---|
| Enterprise | Custom pricing | Custom user volumes | Quoted |
|---|
- NGO pricing: 30% off for eligible organisations, including Kenyan NGOs and PBOs: Starter $1,750/year (additional users $140), Professional $5,250/year (additional users $125).See NGO pricing.
- Perpetual licence: Prefer a one-time licence? Perpetual licence options are available for Enterprise and public-sector buyers — request a quote.
- Public sector: public-sector tenders can be quoted in KES inclusive of taxes on request, and KES invoicing is available.
Full details are on the eBoard pricing page. For Kenya-specific information, visiteBoard Kenya.
Get a quote for your board
Tell us your number of board and committee users and we will send a formal quote, in KES if you need it.
Frequently asked questions
It depends on the pricing model (per user, per organisation or perpetual licence), the number of board and committee users, and whether implementation and training are included. eBoard publishes its prices: Starter is $2,500 per organisation per year for up to 10 users and Professional is $7,500 per organisation per year for up to 30 users, exclusive of applicable taxes. Enterprise is priced on request.
Not always, so check every quote. eBoard publishes prices in USD exclusive of applicable taxes (VAT and withholding tax where applicable). Public-sector tenders can be quoted in KES inclusive of taxes on request.
Yes. eBoard offers KES invoicing for Kenyan organisations, and public-sector tenders can be quoted in KES inclusive of taxes on request.
Separate the recurring subscription (term, number of users, plan) from one-off implementation services (setup, configuration, data migration and training), and ask bidders to state support terms, payment terms and whether prices include VAT. This makes bids comparable and keeps operating and one-off costs distinct in your budget.
eBoard offers 30% off Starter and Professional for eligible organisations: $1,750 and $5,250 per year respectively. Eligibility: Registered non-profits, NGOs, PBOs, charities, faith-based organisations and academic institutions with a recognised non-profit, charity or educational registration in their country; verified at onboarding.
A subscription spreads cost over time as an operating expense; a perpetual licence is a one-time purchase that some public-sector procurement rules prefer, usually with separate annual support. For eBoard: Prefer a one-time licence? Perpetual licence options are available for Enterprise and public-sector buyers — request a quote.