Per-seat billing never stops
Front desk, part-time nurses, billing staff, contractors — every mailbox is $12–$22 a month indefinitely. Grow headcount and the bill grows with it. Nothing is ever paid off.
Private mail · Archiving · Backup · Migration
Your patient records shouldn't live in someone else's building.
We install private email, archiving and backup inside your own network, move your existing mailboxes and files onto it, and keep it running. Records stay on hardware you own. Billing stops being per-person, per-month.
Built on Synology MailPlus, QNAP QmailAgent and Movebot — specified, deployed, monitored and restored by us. You use Outlook, Apple Mail and your phone exactly as you do today.
$6,720What 40 mailboxes cost per year
at $14/user/month — every year
at $14/user/month — every year
12–18 moTypical payback on a private
system for a 40-seat practice
system for a 40-seat practice
7+ yrsCorrespondence most practices
must be able to produce on demand
must be able to produce on demand
Why practices call us
Three bills you're already paying, whether or not you see them.
None of these show up as a line item labeled "risk." They show up as a renewal invoice, an unbillable week, or a records request you can't answer inside the window.
Records you can't produce
An audit or subpoena asks for a complete five-year correspondence trail. If the mailbox was deleted at offboarding, or retention was set by someone who left, the gap is yours to explain.
The internet is a dependency
When the circuit or the provider goes down, staff in the same building can't message each other, look up a thread, or pull a chart note. Local systems keep working locally.
What we install
Four pieces. One boundary. Nothing your staff has to learn.
This is an appliance, not a project. It arrives configured, we cut over on a weekend, and Monday morning email opens the way it always did — on the same laptops and the same phones.
Private mail server
Mailboxes, shared calendars and contacts running on a two-node cluster in your own rack. If one node fails the other picks up without anyone noticing.
SYNOLOGY MAILPLUS · PERPETUAL LICENSE · HA PAIRSealed archive
Every inbound and outbound message written to a local, searchable, write-once archive — including accounts that have been closed. Legal holds are a checkbox, not a project.
QNAP QMAILAGENT · MULTI-INBOX CAPTUREReplicated backup
Encrypted snapshots to a second site on a schedule you approve. We run a real restore every month and send you the result — not a green checkmark from a dashboard.
SNAPSHOT REPLICATION · MONTHLY RESTORE DRILLMigration off the cloud
Mailboxes, shared drives and years of archived files move across while everyone keeps working. Repeated delta syncs mean the final cutover is minutes, not a lost weekend.
MOVEBOT · AGENTLESS · DELTA SYNCCost check
Run your own numbers before you talk to us.
Move the two sliders. This uses our standard pricing — hardware, setup, migration and the managed plan — against what you're paying now. If it doesn't come out ahead for your seat count, we'd rather you find that out here.
40ACCOUNTS
$14/USER/MO
Assumes hardware and perpetual licenses at $3,400 + $30/mailbox, setup at $2,500 flat, migration at $75/mailbox, and our managed plan at $12/mailbox/month.
Staying put — five years$33,600
Private system — five years$36,700
Difference over five years$0
You're ahead fromMonth 22
Year one runs higher because you're buying the hardware once instead of renting seats forever. Everything after year one is the managed plan only.
Who this fits
Built for organizations that get asked to prove things.
Under roughly 200 seats, with records that have to survive longer than the staff who created them.
Clinics & dental groups
PHI stays behind your own firewall. Multi-site practices get one archive across every location.
Law & CPA firms
Matter correspondence held under your custody. Partner departures package cleanly instead of vanishing.
Foundations & care orgs
Grant-funded budgets that can't absorb a per-seat line item that grows every year with volunteers.
Engineering & media
Terabyte drawing sets and footage moved to storage you control, at a fraction of hot-cloud pricing.
How the engagement runs
Four stages. You approve each one before the next starts.
01
1 week
$1,500 flat
Credited if you continue
Compliance & cost assessment
We inventory every mailbox, shared drive and archive you're paying for, map where records actually sit today, and hand you a written gap list with the real annual spend beside it. Useful even if you stop here.
$1,500 flat
Credited if you continue
02
2–3 weeks
No disruption on site
Build and stage
Hardware arrives at our bench, not your closet. Cluster, RAID, UPS, certificates, SPF/DKIM/DMARC, retention rules and backup replication are all configured and tested before it's racked in your building.
No disruption on site
03
One weekend
$75 per mailbox
Migrate and cut over
Mail and files copy in the background while staff keep working. We delta-sync repeatedly, then flip DNS on a Saturday. Your old tenant stays live and read-only for 30 days as a safety net.
$75 per mailbox
04
Ongoing
Monthly, cancel with 60 days
Run it
Patching, certificate renewal, spam tuning, deliverability monitoring, a monthly test restore, and a quarterly audit-log export you can hand to a reviewer. One number to call when something looks wrong.
Monthly, cancel with 60 days
Pricing
Published, so you can budget before the first call.
Hardware is passed through at cost plus 20%, itemized on the quote. Nothing is bundled where you can't see it.
$1,500
Flat · one weekCredited toward deployment
- Full mailbox and license inventory
- Where your records live today, in writing
- Retention and offboarding gap list
- Five-year cost comparison
- Yours to keep, no obligation
from $4,000
Plus $75/mailbox migrationPlus hardware at cost + 20%
- Two-node cluster, RAID, UPS
- Perpetual mail licenses — no per-seat renewal
- TLS, SPF, DKIM, DMARC and relay setup
- Mail, calendar and file migration
- Every device configured on site
- 30-day parallel run before we shut anything off
$12 /mailbox/mo
Or $450/month flat per site60-day cancellation, no lock-in
- Firmware and security patching
- Backup replication monitoring
- Monthly restore drill with written result
- Deliverability and spam tuning
- Certificate and DNS renewals
- Quarterly audit-log export
Straight answers
The questions we get on every first call.
Microsoft signs a BAA with us. Aren't we already covered?
A BAA covers Microsoft's obligations for their platform. It doesn't cover your retention settings, who still has access to a departed employee's mailbox, whether your backup can actually be restored, or your ability to produce five years of correspondence in a usable format. Most findings come from those, not from a cloud breach. We build and operate the controls on your side of that line.
We don't have anyone on staff who can run a server.
You shouldn't have to. The managed plan exists because this is an appliance we look after: patching, monitoring, certificates, backup verification and restore drills are ours. Your staff open Outlook, Apple Mail or their phone and nothing about their day changes.
Doesn't self-hosted email end up in everyone's spam folder?
It does if you send straight from an office IP address, which is why we don't. Outbound mail leaves through an authenticated relay with an established sending reputation, and we set SPF, DKIM and DMARC properly at cutover. Hosting your own mailboxes and sending from your own IP are two separate decisions — we only do the first.
What happens if the hardware dies?
Two nodes, redundant drives, and battery backup on site. Encrypted snapshots replicate off-site on a schedule you set. We fail the cluster over during onboarding so you've watched it work, and we run a real restore monthly and send you the result rather than a dashboard screenshot.
How disruptive is the cutover?
For a 40-seat practice, roughly three weeks from kickoff to done, and one Saturday of actual switching. Mail and files copy in the background while people work; we sync the differences repeatedly so the final pass is short. Your old tenant stays readable for 30 days afterward.
Can you just fix what we already have instead?
Often that's the right answer, and we'll say so. Plenty of assessments end with tightening retention, closing orphaned accounts and adding a real backup to the cloud you already pay for. The assessment is priced to stand on its own for exactly that reason.
Next step
Start with the assessment. Decide after you've read it.
One week, $1,500, credited in full if you go ahead. You get a written inventory of every mailbox and license you're paying for, where your records actually sit, the gaps a reviewer would flag, and a five-year cost comparison. If the honest recommendation is to stay where you are, that's what it will say.
hello@perimetersys.com
(555) 014-2200
Serving practices across Southern California
(555) 014-2200
Serving practices across Southern California
We reply within one business day. No sequence, no drip, no reselling your details.