ProofSafe Pricing

We aim to provide a great service, priced fairly. Your organisation can have ProofSafe on all your devices however you only pay when a device is using ProofSafe regularly.

There are three pricing structures:

  1.  Standard - $30 This is charged for each device being used for more than 4 uploads per month or for uploading images. A company may have 1 team leader using ProofSafe regularly and the other team members uploading a form only occasionally - in this case the total cost would be $30 only.
  2.  Data based – negotiated pricing to suit your organisation, we are determined to keep the pricing fair for all users, every organisation is different and we’ll work with you to ensure you have the right fee structure.
  3.  Free use for organisations that are exclusively or almost exclusively staffed and managed by volunteers such as locally based environmental groups, friends of various parks etc.

There are three pricing structures:

  1.  $30 per device, per month (Free for infrequent users)
  2.  Data based - suited to larger groups with minimal data. Contact us for a quote
  3.  Free version for volunteer organisations

Most Organisations Volunteer-based Organisations*
Unlimited digital
forms on your devices
$30 per standard user device, per month
Free for infrequent users

By infrequent we mean up to 4 record uploads a month on the one device, so that level of use is free.  Someone uploading 5 or more records a month on the one device is a 'standard user', so the fees apply. If a device isn’t being used, there’s no charge — we automatically credit your account.
Free, mostly 

However, data is expensive — images, sketches and signatures.  So:
- if you don't need these in your forms, then ProofSafe is free for you;
- but if you do need images, then we'll negotiate a fair price to cover the cost of the data you use.

Asset Management
Under development
$5 per asset, per month  Free
Design Assistance Priced per hour or per task  Free for a while
(Tree reports)
See ProofDocs arborist report pricing

The ProofSafe App - simple to test and free to download and trial for 30 days.

Details, examples and some fine print

We believe in helping volunteers.  So, we freely support volunteer-based organisations* doing good. In return, we ask those organisations to help develop ProofSafe by providing feedback, and by promoting us as a sponsor etc, when appropriate.

An equitable system

Everyone at your organisation can have the ProofSafe forms on their devices, they can build and test forms, use the documents and upload results, however you won't pay for every device. Instead, you pay only for each device that uploads 5 or more records in a month.  We have a 'Fair use' policy, this means if you are uploading a lot of data and structuring it around minimal devices we'll contact you to sort out a higher, equitable costing.

Forms - Digital forms on devices, configured to suit your data collection needs, includes as many different forms as you need
Assets (under development) - Usually referring to: people, larger machines or work-sites. Records on these assets are maintained in real time via various inputs. Reports are easily created, compliance can be proven and reminders or alerts are sent as you need them.

You nominate how many devices you are likely to use regularly and/or the number of assets, then you'll be billed according to those numbers. If the numbers increase we'll contact you to increase your billing, if you're quiet, after 12 months, we'll credit your account. So you only pay for what you use.

Costing Examples
Whilst running a research project you may use 2 mobile devices (e.g. phones) regularly for a few months; there will be a charge for those months for those 2 devices. If other people at your organisation have ProofSafe on their devices, but only upload 4 or less records without images in a month, there is no charge for them.

You may run a scientific survey with the help of the public; a Citizen Science project. In that case, all your 'citizens' can load the ProofSafe App from an App Store for free, you can give them your project specific log-in details, enabling them to download your forms and submit data from anywhere straight to your database or inbox. In this case we will arrange with you an equitable cost based on the number of users, the type of data and the duration of the project.

A business operation may have a total staff of 20, with people in the field and a warehouse. 'Standard users' of ProofSafe might be 5 people only: sales people collecting data, team leaders doing audits or mechanics looking after machines. The other 15 team members may submit an occasional fault report, a time-sheet or a near miss, they might log a maintenance event once a month, there would be no charge for these infrequent users' devices. Usage is calculated automatically and you may authorize an increase or be credited depending on usage

Asset Management is used to monitor and manage any item, for example; personnel, plant or work sites. Asset Management provides many benefits to a business - making it easy to maintain good records which makes budgeting and planning easier.  Records on asset management are essential to winning tenders and most importantly keeping your team safe.  If you can show that your systems are safe then you can prove your OHS / WHS compliance to regulatory bodies and work providers

Asset Management - example – The shield or cover on a machine develops a crack, the operator quickly logs that information on a digital form on their phone. The maintenance department is then automatically alerted, they fix it. Once the machine is fixed that repair is logged, again using a form on a phone or tablet.  The machine's status is now up to date and a report can be created at any time.

Staff training records and certification becomes straightforward, management is automatically alerted by ProofSafe when a team member requires a First Aid refresher or when a review or audit comes due. Training is recorded and the records are easily maintained and searched as needed

Design assistance – Good forms and clear reports are worth investing in. They make a significant difference to your productivity.
A well designed form will have questions and sub forms in a logical order, question types will match your needs, drop-down lists will be structured to keep things simple and quick. This all combines to build forms that are logical and that your users will be happy to use.
Reports are the reason you collect data, they need to be structured to your needs and set up to minimise post processing. If set up properly this will save you a lot of time and lead to better outcomes such as strong tender submissions, data analysis and searchable data files.
We can help you set up your forms and reports, you don't need to have an in-house computer programmer to get things working. We will charge for some of these services however we'll do what we can to keep your costs to a minimum. You will be given a clear indication of any costs we may (or may not) charge before commencement.

ProofDocs  works in conjunction with ProofSafe, it's an application for arborists writing tree reports.  ProofSafe is used to collect the data whilst ProofDocs compiles your data into clean, succinct reports with images, maps and data tables.  ProofDocs usually saves at least an hour on standard reports, and much more on larger reports. Visit to see how easy it can be.

Forms – Examples of the type of data you might collect:

  • pre-start safety check
  • flora survey
  • worksite audit of personnel and equipment
  • names and contact details for your sporting club;
  • data on rabbit numbers for a citizen science project;
  • statistics for a school project;
  • tree species and GPS location for an arborist;
  • vehicle log book details for a salesman on the road; or
  • images and details of an incident for an investigation.
You can create and use as many forms as you need.

Asset management  – To comply with workplace safety laws, all organisations need to keep records on assets, for example:

  • training and safety records for staff;
  • maintenance records for vehicles and equipment;
  • audit and compliance records on work sites.

* Volunteer based organisations  These are organisations that are exclusively or almost exclusively staffed and managed by volunteers such as locally based environmental groups, friends of various parks etc. We do not include in this group large organisations with a paid administration, significant budget and a partial volunteer workforce, however we are happy to help these groups where possible so please call us to discuss an equitable pricing arrangement.