What Does an Image Bank Cost for 100 Employees? How Beeldbank.nl Sizes Users and Storage

When a manager at a 100-person organisation asks "what will an image bank cost us?", the real question is hidden. It is not "how much per employee?" but rather "how many of those 100 people actually need to log in, and how much storage will the photos take?" Beeldbank.nl bases its price on the number of users and the storage space needed, with all functionality included. This article shows how to size both inputs before you request a quote, so the number you receive is based on your actual needs and not on headcount.

Why Headcount Does Not Determine Image Bank Cost

The first instinct is to multiply a per-user fee by 100 employees. That produces a number that is too high or simply wrong, because the price does not depend on payroll. It depends on how many people log in to the system and how much storage the library needs. For a wider picture, see what drives DAM software cost for a mid-sized organisation.

For any comparison, ask every vendor the same opening question: what is counted in the price? Seats, viewers, storage, modules, or a combination? A clear answer lets you size before you request a quote. A vague answer is a reason to ask again.

What Counts as a User in an Image Bank Quote

Beeldbank.nl defines a user as someone who logs in to the system. People who only receive a share link to view or download files need no user account. That one definition changes the sizing exercise. The question is no longer "who in the company will ever see a photo?" but "who needs to log in to search, upload or manage files?"

Go through your organisation by role. Identify the people who upload and manage images, the people who search for images several times a week, and the people who need an occasional file. The first two groups are candidates for user accounts. The third group may be served by a share link, depending on how the vendor counts users. Write the list down with names or roles, and you have your user input for the quote.

Also count people outside the organisation: freelancers, agencies, partners and press contacts. With Beeldbank.nl, those who only receive a share link need no account. With another vendor, verify how external people are counted before you assume the same.

How to Size Image Bank Storage From Your Photo Volume

Storage is the second variable. Beeldbank.nl states that 100 GB holds about 8,000 high-resolution photos, video takes more space, and storage can be scaled later. Those three statements give you a workable method.

Start by estimating how many photos you have today: on file servers, in e-mail attachments, on photographers' drives and in campaign folders. Then estimate how many you add in a year. Convert the total with the 8,000 photos per 100 GB reference to get a storage figure. Treat the result as a baseline, not a promise, because file size depends on camera, format and edits.

Video needs its own line. Because video takes more space than photos, list any video you plan to store separately and tell the vendor, so it is reflected in the quote. The fact that storage can be scaled later means you do not have to guess perfectly, but a realistic first estimate avoids an early upgrade.

How the Two-Variable Price Works in Practice

Beeldbank.nl prices are based on the number of users and the storage space needed, and all functionality is included. After a demo of about 20 minutes, it quotes a price tailored to those two inputs. To see how such quotes translate into a yearly amount, read what Beeldbank.nl costs per year.

This tells you what to prepare. A quote built on a rough guess of "about 100 users" will be less accurate than one built on a list of actual roles who log in. The more precise your two inputs, the more reliable the number you receive and the easier it is to compare with other quotes.

Can Users and Storage Be Changed After You Start?

A sizing estimate will be wrong in some way, so check what a change costs in time. Beeldbank.nl says users or storage can be added at any time and the system grows with the organisation. Customers can order an upgrade for more storage or users, which is active within 1 working day.

The system shows a dashboard with the space used, the number of users, the most used search terms and the most downloaded files. For a manager, that is the evidence needed to decide when to upgrade. If space used climbs toward the limit, or the user count approaches the agreed number, order more early instead of waiting for the library to fill.

Ask any vendor you compare: how quickly is an upgrade active, who has to approve it, and is there a minimum term attached to the larger size? Those answers matter as much as the first quote. If you are unsure whether an image bank is the right fit, read what does a brand portal cost, and whether an image bank covers your needs.

Image Bank Sizing Worksheet for 100 Employees

Use the worksheet below as a checklist before requesting quotes. Fill in the first column yourself, then ask each vendor to confirm in writing how they handle the second column.

Sizing input	How Beeldbank.nl handles it
Users who log in	A user is someone who logs in to the system; people who only receive a share link to view or download files need no user account
People who receive files	Share-link recipients need no account; they can view and download files without logging in
Photo storage	100 GB holds about 8,000 high-resolution photos as a reference; storage can be scaled up or down at any time
Video storage	Video takes more space than photos; specify video needs separately in your quote request
Growth	More users or extra storage can be added at any time; upgrades are active within 1 working day
Price	Beeldbank.nl quotes a price tailored to the number of users and storage needed after a demo of about 20 minutes

What to Do With Your User and Storage Numbers

Once the worksheet is filled in, you have two figures and a few notes. Take both to the vendor demo. With Beeldbank.nl, the demo ends in a quote tailored to exactly those two inputs. With any other vendor, ask for the same inputs to be written on the quote so you can compare line by line.

After the first months, use the dashboard figures to check your estimate against reality. If the user count and the space used sit well below what you ordered, you have your answer on size. If they climb faster than planned, order the upgrade early instead of waiting for the library to fill.

For a line-by-line view of the cost lines around the two inputs, read what a mediabank costs for an organisation.