Comarch ERP XL 2026
subscription or perpetual license?
Independent 5-year TCO analysis - read this before you decide
If you use Comarch ERP XL or Optima, you have probably already received notice of a maintenance price increase, or you will soon. Comarch rolled out new license price lists in February 2024 and February 2025, and from 2026 it is gradually moving to a subscription model. At the same time, new modules - including those handling Poland's KSeF e-invoicing - are aimed primarily at the subscription model. Disclosure: Rotech does not sell Comarch ERP. So we have an interest in some Comarch customers considering a change. But we also have a reputation worth more than a single sale. That is why in many cases I will say: stay with Comarch.
What is changing in Comarch ERP from 2025
Maintenance price increases
Comarch introduced new, higher license price lists - including in February 2024 and February 2025 - citing rising software development costs and inflation. The exact scale of the increase depends on the specific product and version - the best source for current rates is your Comarch account manager or partner.
Example: consider a company that currently pays 40,000 PLN per year for maintenance. Even a low double-digit annual increase, compounded over a few years, translates into a noticeable cost rise - and that is exactly the effect that prompts many companies to recalculate TCO before the next renewal.
New modules and the subscription model
Comarch is steering new feature development - including KSeF (the National e-Invoicing System) support - primarily toward the subscription model. Availability of a specific module for perpetual-license holders should be confirmed with the account manager. The mandatory KSeF schedule has been changed several times, so the scope of needed modules is best verified continuously.
Support limits for older versions
Comarch is shortening support windows for older system versions. If you do not update regularly, at some point you will face a choice: pay for an upgrade or move to subscription.
Subscription model - what you get
A Comarch subscription includes: the current software version (latest available to subscribers), technical support included in the price, new modules within the package, and legal updates (KSeF, JPK, new tax rules).
What the subscription does not give you:
- The option of an on-premise deployment without a connection to Comarch services (cloud-first model)
- Full control over the data - data may be stored in Comarch infrastructure
- Guaranteed flat pricing - subscription pricing can be reviewed annually
TCO calculator - 5 years for an SME
The calculations below are an illustrative example, not the Comarch price list. Assumptions: a mid-size company (50-200 users) on Comarch ERP XL Professional, a hypothetical starting maintenance cost of 40,000 PLN, and a sample low-double-digit annual increase. The numbers illustrate the method - compute your own TCO using current rates from your contract.
Scenario A - Continuing the perpetual license (example)
| Year | Maintenance | Upgrade every 2 years | Total cost |
|---|---|---|---|
| 2024 | 40,000 PLN | - | 40,000 PLN |
| 2025 | 46,400 PLN | 20,000 PLN | 66,400 PLN |
| 2026 | 54,752 PLN | - | 54,752 PLN |
| 2027 | 64,607 PLN | 20,000 PLN | 84,607 PLN |
| 2028 | 76,236 PLN | - | 76,236 PLN |
| Total 5 years | 281,995 PLN | 40,000 PLN | 321,995 PLN |
Scenario B - Move to subscription (example)
| Year | Subscription | Migration | Total cost |
|---|---|---|---|
| 2024 | 60,000 PLN | 15,000 PLN | 75,000 PLN |
| 2025 | 63,000 PLN | - | 63,000 PLN |
| 2026 | 66,150 PLN | - | 66,150 PLN |
| 2027 | 69,458 PLN | - | 69,458 PLN |
| 2028 | 72,930 PLN | - | 72,930 PLN |
| Total 5 years | 331,538 PLN | 15,000 PLN | 346,538 PLN |
Conclusion: In this sample scenario the perpetual license comes out cheaper over 5 years. The outcome depends entirely on the assumptions - at different rates or a different rate of increase, the balance can flip. The example above also does not include KSeF handling costs, possible further price hikes, or the risk of shortened support for the older version.
When to consider other ERPs instead of Comarch
This is a hard question and I have a stake here - but I will answer honestly.
Consider alternatives when:
- Your company has unique industrial processes that Comarch does not handle, and you pay for customizations every year
- Integration with other systems (help desk, CRM, e-commerce) is key - Comarch XL has APIs but is not known for ease of integration
- You are going cloud-first and do not want on-premise - there are cheaper subscription options from newer vendors
- Your company is growing internationally - Comarch is strong in Poland but weaker in foreign locales
You stay with Comarch when:
- You have a heavily customized Comarch with processes specific to your industry
- Your people have known the system for years - the cost of retraining on a new ERP is huge
- You have a Comarch integrator who knows your processes. Changing ERP also means changing integrator.
- You are in a regulated sector where Comarch has certifications (pharmacies, chemicals)
Important: ERP migration is a 6-18 month project, 100,000-500,000+ PLN, with a risk of operational downtime. An 18% maintenance hike per year hurts, but compare it with migration cost. A full cloud vs on-premise 5-year TCO comparison is in our article ERP cloud vs on-premise TCO.
How to negotiate with Comarch
Comarch is a big company, but negotiation is possible - especially if you have a long-standing contract and history with Comarch, are considering leaving and can credibly show it, or are buying additional modules at renewal.
Concrete items to negotiate:
- Locking maintenance price for 3 years (no increases)
- Including the KSeF / e-invoice module in the existing package at no extra cost
- Extending the support window for your current version
- A discount on moving to subscription (Comarch often offers a transition year)
Tactic: Do not negotiate by email. Call your account manager, ask for a meeting, and present a TCO that shows you are considering alternatives. That changes the tone. Manufacturing companies should also check when MES, APS or WMS systems should be added on top of ERP. We covered that in our article on ERP, MES, APS and WMS systems in manufacturing.
FAQ
Can Comarch unilaterally raise maintenance prices?
It depends on the contract. Most Comarch contracts include a clause allowing price-list revisions with appropriate notice (typically 30-90 days). Check your contract - especially the "Pricing" and "Change of terms" sections. If you have no clause limiting increases, you have a weak negotiating position at the next renewal.
Is moving to a Comarch subscription reversible?
Formally you can go back to a perpetual license, but after a few years of subscription that license will be an older version - you would have to buy an upgrade to the current one. In practice: the move to subscription is one-way. Plan it as a long-term decision.
Which ERPs are alternatives to Comarch XL for a 100-300 employee company?
It depends on the industry. For manufacturing: SAP Business One, Microsoft Dynamics 365 Business Central, Epicor. For trade and services: Symfonia, enova365, Comarch Optima. Each has different strengths - the assessment requires analyzing your processes and a 5-year TCO benchmark.
Does deploying a new ERP have to halt the company?
It does not have to, but it often does under weak project management. Keys to success: phased rollout (start with one area, for example finance), parallel run for 3-6 months (old and new in parallel), training before go-live. Rotech runs ERP migration projects with a methodology that minimizes downtime risk.
Not sure what to choose? Let's do TCO together
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