How Xandite pricing works
Xandite pricing has two parts: a one-time setup fee and a recurring monthly management fee. The setup fee pays for building your private workspace and loading your documents so the assistant can answer from them. The monthly fee pays for running that workspace — hosting the private model, handling retrieval, storing your files, keeping staff access in order, applying updates, and support. There is no per-question charge and no public AI usage to bill for, because in production nothing runs against a public AI service.
Both fees are quoted per business rather than taken from a published rate card. What they come to depends on the size of your document library, how many staff will use the assistant, how often your material changes, the outside systems you want connected, and the level of support you need. Pricing is confirmed in a written quote after a short scoping conversation, which is free and carries no obligation.
What makes the setup and monthly fees go up or down
- Volume of documents. A larger library takes more work to organise, index, and keep current, which raises both the setup fee and the monthly fee.
- Number of staff users. More staff accounts mean more access to manage and more people to support, which moves the monthly fee up.
- How often your material changes. Documents that are revised often need re-indexing more regularly than stable ones, which adds to the ongoing work.
- Integrations. Connecting an outside system such as scheduling or job records adds setup work and ongoing maintenance.
- Support level. A need for fast, hands-on support sits above standard email-paced support and is reflected in the monthly fee.
How much does Xandite cost?
Xandite is priced per business, not from a public rate card. Every engagement has the same two parts: a one-time setup fee to build your private workspace and load your documents, and a recurring monthly management fee to run and maintain it. What each of those comes to depends on the size of your document library, how many staff will use the assistant, how often your material changes, and whether any outside systems need to be connected. Because those things differ so much between a two-person shop and a thirty-person operation, a single published number would be wrong for almost everyone. Instead, pricing is quoted after a short conversation about what you want the assistant to know and who will use it. That conversation is free and carries no obligation, and you get a written quote before any work begins.
Is there a setup fee?
Yes. Every engagement begins with a one-time setup fee that covers standing up your private workspace: provisioning it, creating accounts for your staff, and loading and indexing your first set of documents — a price sheet, a vendor list, a procedures file — so the assistant returns useful answers from the start. The setup fee is separate from the recurring monthly fee and is charged once, at the beginning. Its size tracks how much material is being organised and how much shaping that material needs before it can be indexed cleanly: a tidy folder of current documents is quick, while scattered notes across several formats take longer. You approve the scope and the fee in writing before onboarding starts, so there is no open-ended billing. Adding more documents later is part of normal use and does not trigger another setup fee.
What does the monthly management fee cover?
The monthly management fee covers everything needed to keep the assistant running and accurate. That includes hosting the private model your workspace uses, running the retrieval that finds the right passages for each question, storing your documents securely, keeping staff accounts and access in order, and applying software updates. It also covers support: a route to reach us when something looks wrong or when you want help getting more out of the tool. Routine content changes are part of this fee — when a price changes or a policy is updated, someone uploads the new version and the old content is replaced at no extra charge. The fee does not vary with how many questions your team asks. It is a flat monthly amount set by the scope agreed at onboarding, and it is revisited only if that scope changes materially, such as a large increase in staff or documents.
What makes the price higher or lower?
A handful of factors move both the setup fee and the monthly fee. The main ones are the volume of documents in your library, the number of staff who will use the assistant, how often your material changes and needs re-indexing, whether outside systems need to be connected, and the level of support you want. A small library, a few users, and stable documents sit at the low end. A large library, many users, frequently changing content, a connected scheduling or records system, and a need for fast hands-on support move it up. None of these are add-on line items with their own price tags; together they describe the scale of the work, and the quote reflects that scale as a whole. If your needs grow later, the fee is revisited openly rather than adjusted quietly.
Do you publish a price list?
No. Xandite does not publish a fixed price list, because the product is a setup engagement plus an ongoing managed service rather than a self-serve subscription with tiers. A junk removal crew with one folder of documents and a few staff and an auto shop with years of records and a large team would see very different quotes, and a public number would mislead one of them. This page explains the model in full — a one-time setup fee, a recurring monthly management fee, and the factors that move each — so the structure is clear before any conversation. The specific figures come in a written quote after a short scoping call, which is free and carries no obligation. If a published price range becomes meaningful once more businesses are onboarded and the numbers settle into a pattern, this page will be updated to say so.
Get a quote for your business
Tell us what you want the assistant to know and who on your team will use it. We will walk you through the setup fee, the monthly management fee, and what drives each for a business your size — then send a written quote before any work begins.