AvePoint
Data management, governance and backup for Microsoft 365 and Teams
- 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 heavily reliant on SharePoint, Teams and OneDrive, AvePoint is often the de facto choice as Microsoft itself does not offer a complete native backup.
The pricing structure operates with per-user or per-GB subscriptions, depending on the product. Contracts typically run for 1 or 3 years and are often linked to Microsoft EA renewals. This results in procurement seamlessly scaling alongside the M365 landscape without a clear moment to revisit the AvePoint strategy.
Procurement considerations
- Decouple from the Microsoft EA cycle
Many organisations automatically include AvePoint in their Microsoft renewal. By deliberately deferring the AvePoint renewal date, you create an independent negotiation opportunity and prevent price rises 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 extensive SharePoint data and relatively few users, per-user is more cost-effective. In the opposite scenario, per-GB is better. Have both scenarios calculated before signing.
- Actively request Public Sector and non-profit discounts
AvePoint applies significant 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 pricing list in writing.
- Bundle Cloud Backup with Policies & Insights
When purchasing multiple AvePoint modules, bundle discounts are negotiable. Especially the combination of Backup + Governance is commercially sensitive as AvePoint wants to retain customers against Veeam and Rubrik.
Compliance risks
- Unclear retention after offboarding
AvePoint Cloud Backup often retains ex-employee data longer than legally necessary. Without an explicit retention policy, GDPR risks arise: data of former staff is paid for and stored for years.
- Data location and sub-processors
AvePoint runs on Microsoft Azure but, depending on the product, may replicate data across several regions. For organisations with strict data residency requirements (government, healthcare, finance), an explicit contractual confirmation of the EU region is essential.
- Dependency 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 strong incentive for AvePoint to retain customers.
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 complete backup. The native retention policies are designed 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 like AvePoint (or Veeam, Rubrik) is necessary.
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 mid-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 against market rates and negotiates volume discounts, contract length and exit terms on your behalf. If you're unsure between AvePoint and alternatives like Veeam or Rubrik, we also provide an independent TCO comparison.
Relevant knowledge base articles
Sharper procurement with AvePoint?
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