TL;DR:
Per-device pricing ties your bill to the number of devices you manage. Per-admin pricing ties it to the number of people who use the tool.
The break-even device count is where both models cost the same: (number of admins × annual price per admin) ÷ annual price per device.
Below the break-even device count, per-device pricing costs less. Above it, per-admin pricing wins, but there are additional aspects to consider, like minimums, tiers, and add-ons.
You have two endpoint management quotes on your desk. One charges for every laptop you manage, and the other charges for every admin who logs in. Naturally, finance wants to know which is cheaper … by Friday.
The per-device vs. per-admin pricing question is a common one when you’re aiming for affordable endpoint management. And there’s no single right answer. In this post, we’ll help you figure out which model lowers your software licensing costs, using a simple break-even formula.
How do per-device and per-admin pricing work?
Per-device pricing charges a set rate for each endpoint the software manages. Per-admin pricing charges a set rate for each admin who uses the software, regardless of the number of devices.
What is per-device pricing?
Per-device pricing (also called per-endpoint pricing) is a licensing model where you pay for each desktop, laptop, or server in your fleet. Vendors usually quote it as a monthly or annual rate, often with volume discounts at higher counts.
This model makes endpoint management pricing easy to forecast: Count your devices and multiply by the rate. In a pure per-device model, extra logins don’t change the cost, so help desk techs and security analysts, etc., can each have their own account. The trade-off is that every new device adds to the bill.
PDQ uses this model for its cloud platform. PDQ's pricing is set per device per year across three tiers, with a 100-device minimum. You can add devices at any time, and PDQ charges for them based on the months left in your subscription.
What is per-admin pricing?
Per-admin pricing (also called per-technician or per-seat pricing) is a licensing model where you pay for every person who uses the software.
This approach works in your favor when a small team manages a large fleet. In a pure per-admin model, your 600th device adds as much to the bill as your sixth: nothing.
However, every new hire or contractor who needs access adds a seat. Vendors don't typically allow license sharing, and shared logins make it hard to tell who changed what.
PDQ Deploy & Inventory, PDQ's on-prem option, follows this model: Each admin gets their own license, and each license covers unlimited endpoints.
Per-device vs. per-admin pricing at a glance
Here's a quick comparison table that summarizes the differences between per-device and per-admin pricing:
Per-device pricing | Per-admin pricing | |
What you pay for | Each managed endpoint | Each person who uses the tool |
What makes the bill grow | More devices | More admins |
Adding a device | One more device license | Usually nothing extra |
Adding an admin | Usually nothing extra | One more admin license |
Budget forecasting | Tied to your device count | Tied to your headcount |
Team access | Every teammate can usually get a login | Each login usually adds a paid seat |
Best fit | Small fleets or larger teams that share the work | Small teams that manage large fleets |
Common catch | Device minimums and per-device add-ons | Occasional users still need their own seat |
How do you calculate the break-even point?
The break-even point is the device count at which both models cost the same. Here's the formula:
Break-even device count = (number of admins × annual price per admin) ÷ annual price per device
For example, say your team has three admins. You're comparing two hypothetical quotes: $1,500 per admin per year or $20 per device per year.
Annual per-admin cost: 3 admins × $1,500 = $4,500
Annual price per device: $20
Break-even device count: $4,500 ÷ $20 = 225 devices
Here’s how the two quotes compare at different fleet sizes:
150 devices: Per-device pricing costs $3,000 a year, and per-admin pricing costs $4,500. Per-device pricing saves you $1,500.
225 devices: Both models cost $4,500 a year. This is the break-even point.
400 devices: Per-device pricing costs $8,000 a year, and per-admin pricing costs $4,500. Per-admin pricing saves you $3,500.
What can change the result
The formula assumes flat rates with no minimums, tiers, or add-on fees. Under these assumptions, per-device pricing costs less when you manage fewer devices than the break-even count. Per-admin pricing costs less when you manage more.
That said, real quotes often include at least one of these factors, so check them before you decide:
Device minimums: With a 100-device minimum, a 60-device company would have to pay for 100 devices.
Feature tiers and add-ons: If a feature you need costs extra in one quote, add it to that side. Some vendors also mix per-device and per-technician charges in one quote.
Who counts as an admin: Help desk staff, report-only users, and contractors may each need a seat.
What counts as a device: Ask whether inactive, virtual, or temporary devices count toward the bill.
Growth: Fleets and teams rarely grow at the same pace. Run the formula for next year too, and plan for how you'll scale endpoint management.
The break-even formula compares licensing costs. Overall value also depends on how easy the tool is to set up and use, how quickly it starts saving your team time, and whether it can replace other paid tools. A higher license price may be worth it if it means fewer hours of manual work or fewer subscriptions to manage.
Final thoughts
The per-device vs. per-admin pricing decision starts with two numbers: how many devices you manage and how many people manage them. Run the break-even formula with your real quotes, and adjust for minimums and add-ons before you decide.
PDQ’s per-device pricing is publicly available, so you can plug real numbers into the formula without waiting on a sales call. Try PDQ free for 14 days to see how it fits your environment.
