When companies engage in digital training, a question usually arises very early on: "How much does e-learning actually cost?" Often, the impression is formed that e-learning is automatically cheaper than in-person training because travel costs, room rentals, and fixed schedules are eliminated. However, this perspective is too narrow.
E-learning costs cannot be reduced to a single item. They arise at various points simultaneously and evolve over time. Anyone wanting to realistically calculate e-learning costs must understand digital learning as a permanent learning process, not as a one-time project.
In this article, you will learn which 5 cost factors in e-learning are crucial for companies, why they are often underestimated, and how they can be sensibly categorized. However, the goal here is not to provide a price list, but to understand where costs actually arise and what they depend on.
What does it mean to realistically calculate e-learning costs?
E-learning costs arise not only at the introduction stage but throughout the entire lifecycle of a learning offering. They depend on factors including:
what learning objectives are pursued
how large and heterogeneous the target groups are
whether content is created, purchased, or combined
how strongly e-learning is embedded organizationally
A common mistake is to only consider the initial costs. In practice, however, the ongoing and indirect costs are at least equally relevant. This is exactly where realistic calculations differ from optimistic assumptions.
Why companies often underestimate e-learning costs
Many companies start their cost analysis with the pure technology of digital learning. The central question then becomes: "What does a learning platform cost?" This question is indeed valid but only answers a small part of the total costs.
The actual cost drivers often lie in areas that are not immediately visible:
conceptual preparatory work
internal alignment and coordination
maintenance and updating of learning content
organization of day-to-day operations
If e-learning is understood solely as a technical project, unrealistic expectations can quickly arise. It often subsequently becomes apparent that time, personnel, and budget are insufficient. A holistic approach helps avoid such effects from the start.
Cost factor 1: Concept and didactic planning
The first major cost factor arises before the actual implementation. Without a clear concept, e-learning remains content-wise arbitrary or is not accepted by the learners.
Conceptual planning includes, among other things:
an analysis of the target groups and their prior knowledge
the definition of specific learning objectives
a selection of suitable learning formats
the structuring of content into meaningful learning units
the definition of learning paths and repetitions
This phase significantly determines how efficiently subsequent content can be created. Unclear learning objectives or a lack of structure later lead to additional effort in content, support, and evaluation.
Especially in companies, this effort is often underestimated because it is incurred internally. The working time of personnel developers, departments, or project managers does not appear as an invoice that needs to be paid, but it is a real cost factor.
Cost factor 2: Creating, purchasing, or combining learning content
Learning content is one of the largest and most variable cost factors in e-learning. Here, companies make fundamental strategic decisions that directly affect budget and effort. In general, three approaches can be distinguished:
1. Creating own learning content
Many companies develop their own content, especially when it comes to internal or company-specific knowledge. Typical costs arise from these factors:
working time of internal as well as possibly external experts
didactic preparation of the content
creation of texts, presentations, and videos
coordination and approval processes
ongoing updates
This model offers maximum alignment with the intended purpose of the learning materials. However, it is very resource-intensive, especially if content needs to be frequently revised or updated. This effort does not end with the first version but accompanies the entire lifecycle of an online course.
2. Purchasing ready-made course packages
For standardized topics, many companies choose to purchase ready-made course packages. This approach is particularly common for mandatory training. Typical areas of use include:
occupational safety
data protection
compliance
general foundational topics
The purchase of ready-made courses offers clear advantages:
quick deployment without long lead times
professionally verified and legally current content
easily planable costs
However, ongoing license costs and limited customization options are drawbacks. For clearly defined topics, this approach is often economically sensible and relieves organizational burdens.
3. Combining own content and ready-made courses
In practice, many companies use hybrid models from points 1 and 2: standardized learning content is purchased while courses with company-specific knowledge are created in-house.
This approach combines efficiency and individuality. However, it also requires clear responsibilities and transparency so that maintenance efforts, costs, and responsibilities for individual courses remain comprehensible.
Cost factor 3: Learning platform and technical infrastructure
A central component of e-learning costs is the technical infrastructure, which makes digital learning possible. It usually consists not of a single tool but of several technical components that interact.
This cost factor particularly includes the following elements:
1. Learning platform (Learning Management System)
The heart of the technical infrastructure is the learning platform, often referred to as a Learning Management System. It forms the basis for:
provision of courses and learning content
management of participants
control of learning progress
documentation and evaluation
Costs arise here from usage or licensing models as well as from the ongoing operation of the platform.
2. Setup and configuration of the platform
Before e-learning can be used, the learning platform must be set up and tailored to the company's requirements. This includes, for example:
creating roles and permissions
structuring course areas
configuring certificates or completion rules
adapting to internal processes
This effort often occurs once at the beginning but can also arise again later with more complex requirements.
3. Interfaces and connected systems
In many companies, e-learning is not isolated but part of an existing system landscape. Correspondingly, costs arise from technical connections, for example to:
HR or personnel management systems
time recording or documentation systems
identity and user management
Such interfaces ensure automated processes but increase the technical effort in setup and maintenance.
4. Technical support and operation
Technical costs also arise during ongoing operations. These include, among other things:
technical support for questions or problems
maintenance and updates
ensuring availability and data security
These costs are often predictable but are frequently underestimated in early calculations.
Overall, it holds true: the technical infrastructure usually causes well-calculated costs. However, the price of individual tools is not the only important factor; rather, it is how well the technical components interact and support the planned learning processes. A seemingly cheap solution can become expensive in the long run if it causes additional manual effort or unnecessarily complicates learning processes.
Cost factor 4: Internal resources and organizational operation
In addition to technology and content, e-learning costs arise primarily from internal personnel resources. Digital learning does not happen automatically; it needs to be organized, supervised, and managed. These tasks are often underestimated since they are performed “on the side” in daily work.
The organizational operation of e-learning typically involves several roles and activities:
1. Administration of the learning platform
At least one administrative role is needed for the operation of the learning platform. This person or team takes on tasks such as:
creating and managing user accounts
assigning courses and learning paths
maintaining groups, roles, and permissions
monitoring running times and completion deadlines
Even if many of these processes are technically supported, there is a continuous time effort involved, especially with larger target groups or regular training.
2. Course support and learning accompaniment
Depending on the learning format, participants may require subject-specific or organizational support. This includes, among other things:
answering content-related questions
moderating courses or learning phases
accompanying mandatory training
supporting with technical entry hurdles
These tasks are often taken over by departments, trainers, or personnel development. The time effort increases with the number of course participants and the complexity of the learning content.
3. Evaluation, documentation, and certificates
Another part of the organizational operation is the evaluation of learning outcomes. This includes:
checking participation rates
tracking course completions
documentation for internal or external proof (certificates)
providing reports for executives or audits
Especially for mandatory training or regulated topics, this effort is not optional but is absolutely necessary.
4. Coordination with departments and organization
E-learning does not take place in isolation within a company. The content, schedules, and requirements must be regularly coordinated with departments, for example in cases of:
new or changed content
legal adjustments
organizational changes
new target groups
This coordination work is time-intensive but is often not explicitly considered in cost calculations.
In summary, cost factor 4 generates ongoing personnel expenses that arise independently of technology. The more e-learning is used within a company, the more relevant this cost factor becomes. Therefore, a realistic calculation does not only consider software tools but also the people who make digital learning possible in everyday life.
Cost factor 5: Maintenance, further development, and scaling
The project "E-learning" does not end with the introduction in the company. Courses, formats, and target groups need to be continuously reviewed, adjusted, and further developed. This results in ongoing costs that do not consist of individual actions but are made up of recurring adjustments.
Typical efforts in this cost factor include:
content updates of courses, for example, with new internal processes, product changes, or legal requirements
revision of existing learning formats, when target groups, learning objectives, or didactic requirements change
expansion of the course offerings, for example, through new topics or additional modules
scaling to additional target groups, locations, or company areas
These adjustments rarely occur as a large project but rather gradually during ongoing operations. That is why they are often underestimated in cost planning.
It is important: The better e-learning is designed and structured, the less effort is required for maintenance and further development. Nevertheless, this cost factor remains unavoidable if digital learning is to remain effective and current in the long term.
Conclusion: The costs of e-learning consist of 5 factors
The costs of e-learning in companies arise from the sum of conception, learning content, technical infrastructure, internal resources, and ongoing maintenance and further development.
As a rule of thumb, e-learning costs can be broken down into these 5 central factors:
Conception and didactic planning
The effort for learning objectives, structure, and didactic design forms the basis of all subsequent costs.Learning content
Whether content is created in-house, ready-made course packages are purchased, or both approaches are combined has a direct influence on budget and ongoing effort.
Learning platform and technical infrastructure
The technical basis enables digital learning, incurs planable costs, and affects how efficiently learning processes can be implemented.Internal resources and organizational operation
Administration, support, evaluation, and coordination ensure that e-learning actually functions in everyday life.Maintenance, further development, and scaling
Content and learning offerings must be regularly updated, expanded, and adapted to new requirements.
Anyone looking to calculate e-learning costs should consider these 5 factors together. Only their interplay results in a realistic calculation. E-learning is not a short-term cost-saving measure but a strategic investment whose profitability primarily arises when it is planned for the long term and operated consistently.
