Why You May Be Overpaying for M-Files, and How Wyn Can Help.

M-Files is an intelligent information management platform built to help your company find, organize, and manage content more efficiently. Instead of relying on traditional folder structures, it uses a metadata-driven approach that makes documents easier to locate, automate, and control across your entire organization. While the platform promises smarter document management, in reality many implementations do not go as planned. This can force you into building manual workarounds, wasting precious time and money.

This article outlines the latest news at M-Files, how they impact your negotiations with their sales teams, how to avoid botched implementations and how to avoid overspend.

Recent M-Files News That Could Increase Your Cost Risk 

In acknowledgement of its product limitations, M-Files has recently strengthened its integration with Microsoft 365 through a native SharePoint Embedded partnership. While these features may lead to higher costs for some customers (particularly those on older contracts), they also create an opportunity to revisit pricing and ensure your terms align with actual usage. 

Additionally, M-Files’ recent leadership changes, Heather Guntrum as Chief Customer Officer and Tony Grout as Chief Product Officer under CEO Jay Bhatt, reflect a renewed focus on product development and customer experience. This may bring new feature offerings and potential upselling efforts, but it also opens the door to more constructive conversations about value and contract flexibility. Taken together, these developments make it a sensible time for organisations to reassess their M-Files spend and explore opportunities for more favorable renewal terms.

How to Stop Overpaying for M-files 

1. Start early

Begin the renewal process at least 12 months before your contract expires. The earlier you engage, the more leverage you have. Ample time means you can evaluate options, negotiate effectively, and avoid being rushed into a less-favorable deal. Sometimes you can even reopen the final year of your existing contract, meaning immediate in-year savings.

2. Skip the meetings

Avoid virtual or in-person meetings when possible. Your M-Files sales rep is trained to use meetings to push upsells, control the negotiation by “temperature checking” your reactions and apply subtle pressure to accept their terms on the spot. Keeping communication to email gives you space to think, protects your time and energy, and keeps you in control.

3. Assess the positive and negative business impact of M-Files

Before signing any M-Files renewal, review how your organization actually uses M-Files and how the system is performing against the promised implementation. Connect with your M-Files product owner(s) to assess the positive and negative impact in dollar terms. If the net impact is negative, use this in your negotiations.

4. Watch for hidden uplifts

New features and bundles often come with “unavoidable” pricing uplifts. Unbundle when necessary and scrutinize every line item so you’re not paying more for less.

Want to Save 50% or More on Your M-Files Renewal?

New leadership at M-Files will be focused on retaining customers and eliminating churn, so now is the perfect time to negotiate from a position of strength, especially if you’re worried you might be overpaying for M-Files. Wyn uses unique sales intelligence from former M-Files sales leaders to help you secure the best possible deal. One tech company recently saved a whopping 50%+ on their renewal with our help in just four weeks.

If you use M-Files and want to see how much you could save, book a call with Wyn. Our model is simple: we only get paid if we save you money, delivering instant ROI from day one. In other words, working with Wyn is completely risk-free.

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