AvePoint
Data management, governance & backup
- IT Management & Infrastructure
- Subscription
For · IT administrators, security officers and compliance teams at organisations heavily reliant on Microsoft 365
AvePoint is one of the largest independent providers of data management, governance and backup for the Microsoft 365 ecosystem. The Confidence Platform includes Cloud Backup, Policies & Insights, Opus (records management) and migration tools. For organisations that heavily rely on SharePoint, Teams and OneDrive, AvePoint is often the de facto choice as Microsoft does not offer a complete native backup solution themselves.
The pricing structure operates on per-user or per-GB subscriptions, depending on the product. Contracts typically run for 1 or 3 years and are often tied to Microsoft EA renewals. This results in procurement quietly escalating alongside the M365 landscape without a clear moment to review the AvePoint strategy.
Procurement considerations
- Decouple from the Microsoft EA cycle
Many organisations automatically include AvePoint in their Microsoft renewal. By consciously separating the AvePoint renewal date, you create an independent negotiation opportunity and prevent price increases from becoming "part" of a larger Microsoft contract.
- Check per-user versus per-GB pricing
AvePoint offers both models, sometimes for the same product. For organisations with large SharePoint data and relatively few users, per-user pricing is more advantageous. In the opposite case, per-GB is preferable. Have both scenarios calculated before signing.
- Actively ask for Public Sector and non-profit discounts
AvePoint applies substantial discounts for government, education and non-profits, but these are not always proactively offered. If you belong to one of these sectors, insist on receiving the sector-specific price list in writing.
- Bundle Cloud Backup with Policies & Insights
When purchasing multiple AvePoint modules, bundle discounts are negotiable. Especially the Backup + Governance combination is commercially sensitive because AvePoint wants to retain customers against Veeam and Rubrik.
Compliance risks
- Unclear retention after offboarding
AvePoint Cloud Backup often retains data of former employees longer than legally necessary. Without explicit retention policies, GDPR risks arise: data from people no longer employed continues to be paid for and stored for years.
- Data location and sub-processors
AvePoint runs on Microsoft Azure but can replicate data to multiple regions depending on the product. For organisations with strict data residency requirements (government, healthcare, finance), explicit contractual confirmation of the EU region is essential.
- Dependence for M365 disaster recovery
Many organisations build their entire M365 recovery strategy on AvePoint without an exit scenario. When switching backup providers, all historical data must be migrated or exported — technically complex and commercially a stick to hold against AvePoint.
Frequently asked questions about AvePoint
Frequently asked questions about AvePoint licences and procurement.
Do I need AvePoint if I already have Microsoft 365?
Microsoft 365 does not offer full backup. The native retention policies are meant for compliance, not for disaster recovery or ransomware restoration. For true point-in-time recovery of mailboxes, SharePoint sites and Teams chats, a third-party solution such as AvePoint (or Veeam, Rubrik) is essential.
What is the difference between AvePoint Cloud Backup and Confidence Platform?
Cloud Backup is the specific backup product. Confidence Platform is the overarching suite combining backup, governance, migration and records management. For many medium-sized organisations, standalone Cloud Backup is sufficient — the full Confidence Platform is aimed at enterprise and regulated sectors.
Can SoftVaro assist with an AvePoint renewal?
Yes. SoftVaro analyses your current AvePoint usage, compares pricing with market rates and negotiates on your behalf for volume discounts, contract duration and exit conditions. We also provide an independent TCO comparison if you are undecided between AvePoint and alternatives like Veeam or Rubrik.
Relevant knowledge base articles
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