Two purchases cover most of what a cyber insurer, a client questionnaire and a bad Tuesday will test at a small firm: a password manager with an admin console, and backups you have actually restored. This page compares the options we would shortlist for each, with prices read from each vendor’s own page.
The short answer
- Passwords, lowest cost with provisioning: Bitwarden Teams at $4 per user per month, or RoboForm Business at $3.33 with SSO and SCIM on its one business plan.
- Passwords, most polished apps: 1Password, especially the Teams Starter Pack for up to 10 people.
- Microsoft 365 or Google Workspace backup: a third-party backup such as IDrive Cloud Applications Backup at $20 per seat per year, or Microsoft 365 Backup if you want to stay inside Microsoft and pay by the gigabyte.
- Laptops and desktops: IDrive Team if you want one price for a set number of computers, or Backblaze Business Backup at $99 per computer per year for unlimited data.
- Shared files with version history: pCloud Business, with the caveat that synced storage is not a backup on its own.
Password managers, compared
Prices are per user per month, billed annually, in U.S. dollars. 1Password, Bitwarden, NordPass and Keeper were checked on November 4, 2026 for our password manager guide; RoboForm was checked on November 10, 2026.
Swipe the table sideways to see every column.
| Product | Business price | SSO / provisioning | Notes |
|---|---|---|---|
| Bitwarden | Teams $4; Enterprise $6 | Teams: directory sync and SCIM. Enterprise: SSO | Open source. Free plan for individuals. Enterprise can be self-hosted. |
| RoboForm | Business $3.33 | SSO integration and SCIM provisioning on Business | Admin center, role-based access, activity logs, dark web monitoring. Family plan for personal use included with 10+ paid licenses. |
| 1Password | Teams Starter Pack $24.95 a month for up to 10; Business $8.99 | Business: Okta, Entra ID, OneLogin, Duo; provisioning with Entra ID, Google Workspace, Okta | 14-day trial of Business. SOC 2 Type II. |
| NordPass | Shown dynamically on the vendor’s page | Enterprise: SSO with Entra ID, MS ADFS and Okta | Teams plan caps at 10 users. ISO 27001, SOC 2 Type 2. |
| Keeper | Shown dynamically on the vendor’s page | Enterprise: SAML 2.0 SSO, SCIM, Entra ID, Okta | Free family plan for every user. Delegated admin. |
For a team, the deciding line is usually SSO and provisioning: you want a leaver removed from the vault when you disable them in Microsoft 365. Bitwarden and RoboForm both put that on their entry business plan, which is unusual at their price. 1Password puts it on Business; NordPass and Keeper on Enterprise.
For an owner or a solo freelancer, a personal plan is the first step. Bitwarden has a free plan and a $19.80-a-year Premium plan. RoboForm has a free plan and Premium at $2.49 a month billed annually, which RoboForm says renews at $29.88 a year: RoboForm Premium. Affiliate link: we may earn a commission at no cost to you. NordPass also has personal plans: NordPass personal plans. Affiliate link.
Backing up Microsoft 365 or Google Workspace
Microsoft 365 and Google Workspace keep your service running; restoring a mailbox or a SharePoint library after a mistake, a departed employee or ransomware is a job you still have to plan for. Our shared responsibility checklist covers why. Two ways to do it:
- IDrive Cloud Applications Backup: $20 per seat per year for Microsoft 365 (OneDrive, Outlook and Exchange, SharePoint, Teams and Groups) or Google Workspace (Gmail, Drive, Calendar, Contacts), with a 7-day free trial. IDrive’s Google Workspace page includes 10 TB of storage per seat; its Microsoft 365 page lists the $20 seat price and does not state a storage cap. IDrive says it backs up three times a day and restores at item level; Entra ID objects are $10 per seat per year. This is the one we would start with for a small Microsoft 365 tenant, because the price is per user and predictable: IDrive Microsoft 365 and Google Workspace backup. Affiliate link: we may earn a commission at no cost to you.
- Microsoft 365 Backup (Microsoft’s own): pay-as-you-go at a list price of $0.15 per GiB per month of protected content, bought in the Microsoft 365 admin center. It keeps everything inside Microsoft and restores fast, but the bill grows with your data, including deleted and versioned items held for recovery. Microsoft publishes a pricing calculator.
Backing up computers and shared files
- IDrive Team: 5 computers and 5 users with 5 TB for $9.99 a month on a yearly plan ($11.99 month to month), with larger tiers up to 500 computers. IDrive shows a first-year discount on yearly plans; standard pricing applies from year two. IDrive online backup. Affiliate link.
- Backblaze Business Backup: $99 a year per computer, unlimited data, central admin, SSO via Google and Microsoft, and free mailed-drive restores. The simplest pick if each person has one laptop and a lot of data. Not an affiliate link: Backblaze pricing.
- pCloud Business: encrypted shared cloud storage for teams, $9.99 per user per month with a 3-user minimum and 1 TB per user, activity logs, and file version history up to 180 days on the vendor’s page. Business Pro shows $14.98 per user with 2 TB per user as a new-account discount. It is a good place for the files people work on together, but a synced folder will also sync a deletion, so pair it with a backup. pCloud Business. Affiliate link.
- Backup software that needs a bucket: if an MSP tool or a NAS writes to S3-compatible storage, IDrive e2 is one option: IDrive e2. Affiliate link. Check object lock (immutability) support for your tool before you rely on it for ransomware recovery.
Whatever you pick, CISA’s ransomware guide recommends keeping offline, encrypted backups and testing them regularly. A backup you have never restored from is a hope, not a control. Write down the date of your last test restore; insurers ask for it.
What 12 people cost per year
An example from the list prices above, for a 12-person firm on Microsoft 365 with one laptop each. It is not a quote.
- Password manager: Bitwarden Teams 12 × $4 × 12 = $576. RoboForm Business 12 × $3.33 × 12 = $479.52. 1Password Business 12 × $8.99 × 12 = $1,294.56.
- Microsoft 365 backup: IDrive 12 × $20 = $240. Microsoft 365 Backup depends on data size; at an assumed 50 GiB per user, 600 GiB × $0.15 × 12 = $1,080.
- Laptop backup: Backblaze 12 × $99 = $1,188. 12 laptops need IDrive Team’s 25-computer tier, which is $49.99 a month on a yearly plan, or $599.88 a year at standard pricing.
The two jobs together run roughly $1,000 to $2,500 a year for 12 people. That is less than most firms spend on a single day of incident response.
FAQ
Is OneDrive or Google Drive already a backup?
Not by itself. Sync copies a deletion or an encrypted file as quickly as it copies a good one. Version history helps, but a separate backup with its own retention is what lets you restore after ransomware or a departed admin.
Why are affiliate products on this page?
Because they fit the job at a small-firm price, and the commission helps fund the site. Every option is judged on the same lines, and we list non-affiliate tools such as Bitwarden, 1Password, Backblaze and Microsoft 365 Backup where they are the better fit.
Do we need both a password manager and backups?
Yes. They answer different questions on an insurance form: who can get in, and how fast you can recover when someone does.
Sources
- RoboForm, business plans and pricing, checked November 10, 2026
- RoboForm, personal plans and pricing, checked November 10, 2026
- Bitwarden, business pricing, checked November 4, 2026
- 1Password, Business and Teams pricing, checked November 4, 2026
- NordPass, business plans, checked November 4, 2026
- Keeper, business and enterprise pricing, checked November 4, 2026
- IDrive, Microsoft 365 backup, checked November 10, 2026
- IDrive, Google Workspace backup, checked November 10, 2026
- IDrive, plans and pricing, checked November 10, 2026
- Microsoft Learn, pricing model for Microsoft 365 Backup, checked November 10, 2026
- Backblaze, computer backup pricing, checked November 10, 2026
- pCloud, Business, checked November 10, 2026
- CISA, #StopRansomware Guide