The 5-Year Price Guarantee
The single biggest source of frustration for law firms with technology vendors is unpredictable cost escalation. We have experienced it ourselves. Our response is a contractual commitment that removes that uncertainty entirely.
Lock your price for 5 years. Break the contract after 36 months.
Yao guarantees your per-user subscription rate for 5 full years from your go-live date. Your 36-month contract gives you the flexibility to move on after three years if you choose — but your price is protected for five. After the 5-year period, any increase is contractually capped at the lower of CPI or 5% per annum, whichever is less.
This means you can budget your technology spend accurately for years ahead, with no risk of a disproportionate renewal increase. No small print, no "subject to change" caveats. It is written into your agreement.
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Everything Included — One Price
Yao is a single, fully integrated platform. One subscription covers your entire firm's access to the complete system.
Full Platform Access
Matters, billing, trust accounting, CRM, document management, workflows, forms, and Xero integration — all included.
Security & Infrastructure
Cloud hosting on AWS, data encryption at rest and in transit, role-based access control, and mulitiple daily backups.
Continuous Updates
All product updates and new features released automatically — no upgrade projects, no additional charges.
Built-In Support
In-platform knowledge base, video tutorials, AI chatbot, ticket raising, and telephone helpdesk — all included.
Account Management
Dedicated account manager, quarterly reviews, and access to the Yao product roadmap throughout your subscription.
Reporting & Analytics
KPI dashboards, dynamic reporting, BI and analytics — no separate licence required.
Free Digital Signatures
Unlimited e-signatures built in, saving a significant recurring cost. *does not include e-witnessing
Client Portal
Browser-based client portal with secure SMS authentication, dynamic forms, and custom branding — included.
Total Cost of Ownership by Term
The table below illustrates the subscription cost structure across available contract terms. Your specific per-user rate and total figures are confirmed in your proposal.
| Contract Term | Monthly Cost | Annual Cost | Total Over Term | Price Guarantee |
|---|---|---|---|---|
| 12 months | Rate × users | Monthly × 12 | Monthly × 12 | 2 years from go-live |
| 24 months | Rate × users | Monthly × 12 | Monthly × 24 | 3 years from go-live |
| 36 months ★ Most popular | Rate × users | Monthly × 12 | Monthly × 36 | 5 years from go-live |
| 48 months | Rate × users | Monthly × 12 | Monthly × 48 | 6 years from go-live |
| 60 months | Rate × users | Monthly × 12 | Monthly × 60 | 7 years from go-live |
All figures exclude GST (AU) / VAT (UK). Implementation costs are invoiced separately across the transition period and are not part of the recurring subscription. Your specific per-user rate is confirmed in your proposal.
The Broader Cost Picture
When evaluating Yao against a legacy on-premises system or a fragmented collection of point solutions, the true cost comparison extends well beyond the licence fee. The savings available to a modern law firm moving to Yao are substantial.
No On-Premises Infrastructure
Eliminate the capital cost of servers, the ongoing maintenance contracts, and the external IT support fees that come with running an on-premise PMS. Yao is fully cloud-hosted — there is nothing to maintain on-site.
Servers · Maintenance · IT supportBuilt-In e-Signatures
Yao includes unlimited digital signatures as part of the standard subscription. Firms currently paying for a separate e-signature platform can eliminate that cost entirely from day one.
Third-party signature platform costsOne Platform, Not Many
Yao replaces multiple disconnected tools — matter management, billing, trust accounting, CRM, document management, and client portal — with a single integrated system. Fewer subscriptions, fewer integrations to manage, fewer points of failure.
Multiple point-solution licencesper user per day
Productivity gains add up to real money
Yao's native cloud architecture means pages load instantly and the system is accessible on any device, anywhere. Unlike legacy desktop PMS systems, there is no waiting for the software to open, no VPN latency, no slow document retrieval. For a firm of 20 users, 30 minutes saved per person per day equates to over 115 hours of recovered fee-earning capacity per year. At £200 / hour that can be £23,000 per fee earner
Add automated workflows, no-code document generation, and real-time matter visibility, and the productivity case becomes compelling. The time savings alone often cover a significant portion of the subscription cost.
Our Pricing Philosophy
We asked ourselves one question when we set our licence fee: what would we be comfortable paying for this, as lawyers running a practice? That is the number we charge. Not the maximum the market will bear. Not a figure optimised for our revenue targets. The price we would consider fair value for a product that genuinely changes how we operate — that is what we charge, and that is what we will continue to charge.Yao Technology · Built by lawyers, for lawyers
This ethos is why the 5-year price guarantee exists. It is why we cap post-guarantee increases to CPI or 5%, whichever is lower. And it is why our subscription includes everything rather than gating functionality behind upsells. We are committed to being a technology partner our industry can trust — and that starts with how we price.