Licensing and operation
nexxcite licenses the platform and the number of users signed in at the same time. How many processes, applications and areas you build on it makes no difference to the licence.
The principle
The model is deliberately simple, so that a second process does not trigger a new procurement round.
Concurrent, not named users
Process platforms are used unevenly. The service desk lives in the system all day. The head of department approves an order twice a week; a technician on the shop floor reports a defect once a month. Counting named users treats all three the same, as if each of them had a full-time seat.
Concurrent licensing reflects how work actually happens. What counts is the number of sessions active at the same time. Twenty approvers who each spend a few minutes in the system over the course of the day do not take up twenty licences.
This matters beyond price: you can bring everyone involved in a process into the system. Nobody has to collect an approval by email because someone was spared a login. That is often where gaps in a process appear.
Do the maths
A simplified example to illustrate the principle. It is not a statement about prices.
| Stage | Licence per application or module | nexxcite |
|---|---|---|
| First process | One licence item, manageable | Platform plus users, often the higher entry point |
| Third process | Three items, three procurement rounds | Unchanged, as long as the user count stays the same |
| Tenth process | Ten items, a negotiation for every extension | Unchanged |
| Occasional users | Usually count like full-time staff | Only count while they are signed in |
| AI features | Often licensed separately, frequently per user | Included; model costs paid directly to the provider |
| Small extra process | Often impossible to justify commercially | No licence cost, only configuration time |
The table compares licence models, not prices. Which model works out cheaper for you depends on your user count, the number of processes you plan and your operating model. We work that out concretely in the quotation.
The consequence
Small processes can be digitised as well
Training records, fleet management, room booking, data protection reports: processes that were never worth a procurement round on their own. On nexxcite they need no investment decision of their own. Your team sets up the process in the editor, with help from the AI if you wish, and approves it.
Operating models
All three models are equal. There is no standard option with the others available only at a premium. You can switch later without rebuilding the application.
We operate the platform, you use it. You can start on your first process without setting up any infrastructure of your own.
The platform runs on your premises. This suits organisations with clear rules on where data is kept, including an open AI model in-house if you wish.
Run it in your own cloud environment, with your policies, your network and your access control.
What you get
Data model, forms, lists, dashboards, workflows, rules, roles and areas, for as many applications as you build.
Optional implementation by the AI, assistants for staff and customers, and connections to your internal knowledge and to external tools. You pay model costs directly to your provider, with no mark-up from us.
An interface for other systems, single sign-on, connection to your directory, email, file storage and schedules. There is no extra charge for using the interfaces.
We guide your first process and train your team along the way. The aim is for you to build the second one yourselves.
Product updates, response times as agreed, and direct contact with the vendor.
The road to a quotation
Instead of a sample workflow, we build a case from your organisation as an example. You can see whether the platform suits your process before prices are discussed.
Based on user count, operating model, the support you want and the availability you need. Including the answer to what happens if users double or when the fifth process arrives.
We build it jointly with your team. Whoever will configure later works on the draft from the start.
The data model, roles and know-how are in place. Your team builds the next process on its own. It needs no new licence.
A reliable price depends on several inputs: how many people work at the same time, which operating model you choose, whether you want support with the rollout, and what availability your processes need. A figure without those would be either unrealistically low or needlessly high.
What we do promise: a quotation with items you can follow, and nothing whose purpose only becomes clear once you are live. You also see in advance what those items do if your user count doubles or when you reach your fifth process.
Request a quotationFrequently asked
A person with an active session at a given moment. Twenty approvers who each work five minutes spread across the day do not take up twenty licences. The exact counting method and how session timeouts are handled are part of the licence agreement and explained before you sign.
For the first process it can be, because the platform is a base licence rather than a single line item. The difference shows from the second process on: with nexxcite no new licence item is added as long as the number of concurrent users stays the same. That is why it pays to factor the processes you plan for the coming years into the quotation.
As a rule, no: external people in the portal do not need a licence. You will find the details in the technical documentation at docs.nexxcite.app.
We charge nothing for them; the AI features are part of the platform. You pay the model cost at the provider whose API key you use, directly and without a mark-up from us. If you run an open model in-house, you pay no model provider at all.
No. An area with its own roles, navigation, theme and separated data is configuration on the same platform. The only licence question is whether more people end up signed in at the same time.
No, and that is deliberate. We guide the first process and, on request, train your team along the way. After that, support is available, but your applications don't depend on it to keep running or to grow.
Yes. Moving between SaaS, on-premises and private cloud means a data migration and a contract amendment, but not rebuilding the application. Your configuration stays the same.
You receive your data. It sits in a database with a documented structure, and the interface allows export. Switching still takes effort, but access to your own data will not stand in the way.
Yes. Only production instances require a licence, so you can set up and use test and development environments without an additional licence.
Quotation
Give us the rough scale: how many people, which processes, which operating model. You'll get a quotation you can follow and defend internally.