Pricing for digital sheet music management

One price per organisation, tiered by active users

Notenarchiv is billed per organisation, not per head. The tier depends on your active users: everyone who used Notenarchiv in the browser or the app during the last 90 days counts. Former members and members who never look in do not.

Which plan suits us? Most bands are well served by Premium – it is already enough for medium-sized bands. Premium L is meant for large and Premium XL for very large ones, Basis for small bands that mainly need the music library. You will hardly ever need the bigger plan because of storage – more on that below.

If your organisation grows beyond the limit of its tier, you move up to the next one. Organisations with more than 40 active users find their plan in Premium L or XL – which also includes the music report, staffing traffic light and Stage Mode that large bands need most.

How we count active users

Many providers bill by registered members: everyone on the list costs money. Notenarchiv only counts the members who actually take part:

• Active means having used Notenarchiv in the last 90 days – in the browser or the app, no matter how often. A quick look at the music is enough.
• New members count during their first 90 days, even before they have signed in. Otherwise an organisation that has just moved over with 60 members would show up as “1 active user” until everyone has accepted their invitation.
• Not counted are members who have not looked in for more than 90 days, stand-ins with temporary access and guest musicians who only receive a share link.

Breaks are part of band life. Parental leave, a semester abroad, an injury or simply time off from playing – we understand that not everyone is there all year round. Of course we do not count members while they take a break: after 90 days without use they drop out of the count automatically. You do not have to remove anyone or mark them as inactive, and their account and settings are kept. When someone comes back, they count again from their first sign-in.

What if it gets tight? Nobody is ever locked out. If you are above the limit of your tier – say because several members return from a break – you will see a notice and can switch plans. You can add new members again once there is room or you have switched.

What is in which plan?

All prices include statutory VAT. AI instrument recognition comes with a monthly page allowance per organisation. Features marked beta are switched on separately by your admin in the organisation settings – so you decide whether you want to rely on them day to day yet.

What Premium adds

AI instrument recognition reads the instrument name off every page and assigns the parts automatically – the difference between an afternoon of manual work and a few minutes of checking.

Event insights turn event planning, which is included in both plans, into a tool for the organisation’s leadership: who was actually there – with statistics per member, section and month and a ranking for awards. The staffing traffic light warns in advance when tubas or clarinets are missing. The performance history shows when a piece was last played, and after the performance the music report for GEMA, AKM or SUISA is created straight from the programme.

Paper archive with labels and stocktaking: storage locations and archive numbers are included in both plans. With Premium you print labels with QR codes and do the stocktaking by app scan – even in a basement without a connection.

Stage Mode is the app’s stage view: you put the set list together – with book numbers and placeholders such as “welcome speech” or “encore” – and send it to every device over Bluetooth – even without a network, in a marquee or on the march. The conductor calls the change of piece, while each player turns pages in their own part and sees on the indicator where the programme currently stands.

60 days free

You start with a free 60-day trial and the full feature set of the plan you choose. No credit card is required. The trial ends automatically – there is no automatic payment obligation and nothing to cancel.

Two months is deliberately generous: building a sheet music archive is club work, and club work happens between rehearsals and concerts. That gives you time to scan, upload and try things properly before you decide.

What you never pay extra for

• No setup fee and no onboarding charge
• No price per head – only active users of the last 90 days count, not your whole membership list
• No limit on pieces, parts or books – only storage counts
• No extra charge for the mobile apps – App Store and Google Play are included
• No minimum term – you can cancel at the end of any billing period

How much storage do we need?

Less than most people think. In our experience 1 GB holds around 350 pieces with all their parts – or about 2,000 single song sheets. Scaled up to the plans:

• 50 GB (Basis): around 17,500 pieces or 100,000 song sheets
• 100 GB (Premium): around 35,000 pieces or 200,000 song sheets
• 150 GB (Premium L): around 52,500 pieces or 300,000 song sheets
• 200 GB (Premium XL): around 70,000 pieces or 400,000 song sheets

Hardly any band owns that much music. So choose your plan by the number of active users and the features you need – not by storage. Premium already suits medium-sized bands, Premium L large and Premium XL very large ones.

Most bands are well served by Premium. Basis is enough for small bands that only need the music library. You can switch at any time.

What happens to our data if we cancel?

After the contract ends, your data stays available for download for 30 days. After that it is deleted irrevocably. You can take your sheet music with you in full at any time – the PDFs are the unchanged originals, there is no proprietary format.

Where is the data stored?

The application and your sheet music are hosted by Hetzner Online GmbH in data centres in Germany and Finland – and therefore inside the EU – under a data processing agreement per Art. 28 GDPR. Your data never leaves European jurisdiction. The app itself sets neither tracking nor advertising cookies. Details are in the privacy policy.

Still have questions?

Answers about signing in, uploading, downloads and AI recognition are in the FAQ. For anything else – including a tailored quote – write to us at [email protected].