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Finance teams compare reconciliation software quotes on headline rates that are built on different units, so the cheapest quote at today's volume may not be the cheapest in year three.
Identify what scales each quote (lines, accounts, entities, modules, services), restate all quotes at the same volumes for year one and year three, and find the break-even volume.
A comparison template with symbolic rates: per-line rate P, per-account fee Q, platform fee F and one-time implementation I, filled in with your own line and account counts.
Like-for-like totals for each quote at current and projected volume, plus a list of items that are paid services rather than configuration.
Reconciliation software vendors in India usually price on one of three bases: volume (lines or transactions), scope (modules, entities, bank accounts) or a platform fee plus services. The headline rate rarely tells you the real cost. Restate every quote at your own volume for year one and year three, and you will often find the ranking changes. Terra Insight does not publish prices; we discuss terms in discovery.
For the benefit side of the case, see reconciliation software ROI and how to justify the purchase to your board.
What are the common pricing models and who do they suit?
| Model | What scales the cost | Suits | Trap |
|---|---|---|---|
| Per transaction or line | Monthly statement and ledger lines | Low or seasonal volume | Cost rises with growth; check how a “line” is counted |
| Per bank account or entity | Number of accounts, GSTINs or companies | Few accounts, high volume | Each new current account or subsidiary adds cost |
| Per module | Streams switched on (bank, TDS, GST, settlement) | Teams starting with one stream | Second and third modules may cost more than expected |
| Flat platform fee | Usually a volume band | Stable, high volume | Band breaks trigger renegotiation |
| Implementation plus subscription | One-time setup, then recurring | Complex ERP landscapes | Change requests billed as services |
Ask how a “line” is counted. One vendor may count only bank lines; another counts bank lines plus ledger lines, which can double the unit count for the same work.
What else changes the final quote?
- Number of ERPs and banks. Each Tally, SAP or other ERP export, and each bank format, is a mapping job.
- History to load. Loading 24 months of statements for audit costs more than 3 months.
- TDS scope. Quarterly matching against Form 26AS, or Form 168 from tax year 2026-27 (periods from 1 April 2026) under the Income-tax Act, 2025, adds a stream with its own file format.
- Statutory scope beyond TDS. Customer deductions under Section 194C, Section 194J and Section 194Q each need section-level matching; books kept under Section 128 of the Companies Act, 2013 and personal data under the DPDP Act, 2023 can add retention and hosting requirements, so ask whether these are in the base scope.
- Custom reports and support hours. Ask what is included and what is billed by the hour.
- Change requests. New bank formats and rule changes; ask which are configuration and which are paid services.
How do you bring three quotes to the same volume?
| Item | Your number | Quote A | Quote B | Quote C |
|---|---|---|---|---|
| Lines a month, today | ||||
| Lines a month, year three | ||||
| Bank accounts and entities | ||||
| One-time implementation | ||||
| History load | ||||
| Year-one total | ||||
| Year-three total |
Fill your own numbers first, then ask each vendor to complete their column. A vendor who will not restate at your volumes is telling you something.
How does the lower-looking quote flip as volume grows?
Use symbolic rates, not real prices. Quote A charges a per-line rate P. Quote B charges a platform fee F plus a fee Q per bank account. Suppose F = 30P × 1,000 (that is, 30,000P), the team has 10 accounts and Q = 1,000P.
- At 20,000 lines a month: Quote A = 20,000P. Quote B = 30,000P + (10 × 1,000P) = 40,000P. Quote A is 50% of Quote B.
- At 60,000 lines a month: Quote A = 60,000P. Quote B stays at 40,000P. Quote B is now about 33% cheaper.
- Break-even: Quote A equals Quote B when lines × P = 40,000P, that is at 40,000 lines a month.
If your volume grows from 20,000 to 60,000 lines over three years, the quote that looked cheaper in year one becomes the more expensive one by year three. Add each vendor’s one-time implementation I to year one before comparing totals.
The other side of the ledger is manual effort. As a purely illustrative figure, if two accounts executives each spend 6 working days a month on matching, that is 144 person-days a year that the software is meant to free up; use your own payroll cost to put a ₹ value on it.
How Terra Insight fits
TransactIG delivers TDS reconciliation and bank-to-books reconciliation with an exception queue, audit-ready exports and configurable industry presets; GST, settlement and NACH reconciliation are on the roadmap. We do not publish prices: commercial terms are discussed in a discovery call based on your line counts and streams. Compare options on the reconciliation software comparison page, and see the Osfin and Simetrik alternatives pages for India coverage tests.