Pricing guide
Insightful pricing in 2026, explained in plain English
Every Insightful plan, what each one adds, the add-ons that cost extra, and what a team of 5, 15 or 50 actually pays over one, three and five years.
Buy once from $99 Try the live demo
60-day money-back guarantee on every direct purchase.
The short answer
Insightful costs $8 to $16 per user per month on annual billing, plus a custom-quoted top plan. For 15 staff on Workforce Analytics that is $1,440 a year and $7,200 over five years. AirStaff covers the same 15 staff for $198, once, with a 60-day money-back guarantee.
- $8
- Insightful’s cheapest paid plan, per user per month on annual billing
- $7,200
- five years of Workforce Analytics for 15 staff at list price
- $198
- AirStaff Tier 2 for the same 15 staff, paid once
The plans
Insightful charges per user, per month. Annual prices shown; month-to-month on select plans.
| Plan | Annual billing | Monthly billing | What you get |
|---|---|---|---|
| Workforce Analytics | $8 | Not published | Screenshot options are paid add-ons |
| Workflow Optimization | $12 | Not published | Listed as beta, for select customers |
| Combo | $16 | Not published | Analytics plus Optimization; includes payroll |
| Enterprise | Custom quote | Not published | Custom pricing |
Add-ons and extras
These are charged on top of the plan price, per user or per account, as listed by Insightful. None of them is included in the cost tables below.
| Add-on | Price |
|---|---|
| On-demand screenshots | $4 per seat per month |
| Increased-frequency screenshots (up to 120 an hour) | $3 per seat per month |
| Screen recording | $4 per seat per month |
| Workspace security plan | $4 per seat per month |
| Data warehouse integrations | $0.50 per seat per month |
Minimums, trials and billing terms
- Free plan
- None listed
- Free trial
- 7-day free trial, no card required
- Billing
- Annual prices shown; month-to-month on select plans
- Screenshots
- Paid add-ons: on-demand screenshots $4 and increased-frequency screenshots $3 per seat per month
- Worth knowing
- Screenshots are sold as paid add-ons rather than included in the base plan
What it really costs: 5, 15 and 50 staff
Per-user pricing looks small because it is quoted per person, per month. Multiplied out, it is a recurring bill that grows with every hire and never stops.
5 staff
| Plan | Per user / month | 1 year | 3 years | 5 years |
|---|---|---|---|---|
| Insightful Workforce Analytics | $8 | $480 | $1,440 | $2,400 |
| Insightful Workflow Optimization | $12 | $720 | $2,160 | $3,600 |
| Insightful Combo | $16 | $960 | $2,880 | $4,800 |
| AirStaff Tier 1 (lifetime) | — | $99 once | $99 | $99 |
15 staff
| Plan | Per user / month | 1 year | 3 years | 5 years |
|---|---|---|---|---|
| Insightful Workforce Analytics | $8 | $1,440 | $4,320 | $7,200 |
| Insightful Workflow Optimization | $12 | $2,160 | $6,480 | $10,800 |
| Insightful Combo | $16 | $2,880 | $8,640 | $14,400 |
| AirStaff Tier 2 (lifetime) | — | $198 once | $198 | $198 |
50 staff
| Plan | Per user / month | 1 year | 3 years | 5 years |
|---|---|---|---|---|
| Insightful Workforce Analytics | $8 | $4,800 | $14,400 | $24,000 |
| Insightful Workflow Optimization | $12 | $7,200 | $21,600 | $36,000 |
| Insightful Combo | $16 | $9,600 | $28,800 | $48,000 |
| AirStaff Tier 4 (lifetime) | — | $396 once | $396 | $396 |
Or pay once
If what you need is desktop time tracking, screenshots, activity and timesheets for a remote team, AirStaff does that job for one payment.
- $99
- 5 staff seats, once — against $480 a year on Insightful Workforce Analytics
- $198
- 15 staff seats, once — against $1,440 a year
- $396
- 50 staff seats, once — against $4,800 a year
Buy once from $99 Try the live demo
Every direct purchase carries a 60-day money-back guarantee. Codes stack, so a growing team moves up a tier without starting again.
When Insightful is the better choice
We would rather you buy the right tool than ask for a refund. Choose Insightful over AirStaff if any of these matter to you:
- Deeper workforce analytics and workflow reporting.
- HRIS and project-management integrations, SSO and audit logs.
- Screen recording as a paid add-on.
- On-premise deployment for organisations of 250 or more.
AirStaff version 1 covers desktop time tracking for remote and offshore office work on Windows and macOS, and it is honest about the edges.
Related comparisons
Sources and how we checked
Prices checked on each vendor’s own pricing page, in US dollars per user per month on annual billing unless stated. Plans and prices change — check the vendor’s page before you decide.
Insightful is a trademark of its owner. AirStaff is not affiliated with or endorsed by any company named on this page. No competitor logos or screenshots are used.
Questions people actually ask
How much does Insightful cost per user per month in 2026?
On annual billing, Insightful lists Workforce Analytics US$8, Workflow Optimization US$12, Combo US$16 per user per month, with a custom-quoted top plan, checked 25 September 2026. Annual prices shown; month-to-month on select plans.
Does Insightful have a free plan or a free trial?
Insightful does not list a free plan. It offers a 7-day free trial, no card required. AirStaff has a live demo that needs no signup, and a 60-day money-back guarantee on direct purchases.
Does Insightful charge extra for add-ons such as screenshots?
Insightful lists paid add-ons, including On-demand screenshots ($4 per seat per month), Increased-frequency screenshots (up to 120 an hour) ($3 per seat per month), Screen recording ($4 per seat per month). On screenshots specifically: paid add-ons: on-demand screenshots $4 and increased-frequency screenshots $3 per seat per month.
What does Insightful cost a team of 15 over three years?
On Workforce Analytics at US$8 per user per month, $4,320 over three years before add-ons and tax. On Combo at US$16, $8,640. AirStaff Tier 2 covers 15 staff for $198, once.
How does Insightful pricing change when the team grows to 50?
It scales with headcount: 50 staff on Workforce Analytics cost $4,800 a year at list price. AirStaff Tier 4 covers 50 staff for $396 once; beyond 50, extra seats are $3 per seat per month.
Is there a one-payment alternative to Insightful pricing?
Yes. AirStaff is sold as a lifetime licence: $99 for 5 staff seats, $198 for 15, $297 for 30 and $396 for 50, paid once, with screenshots, activity, timesheets and reports on every tier. It does not do everything Insightful does, and this page lists where Insightful is the better choice.
Are screenshots included in Insightful’s $8 Workforce Analytics plan?
Insightful’s pricing page lists screenshot options as paid add-ons: on-demand screenshots at US$4 and increased-frequency screenshots at US$3 per seat per month. The cost tables on this page use the $8 base price only, so the real gap is wider if you add them.
Or skip the Insightful subscription altogether.
One payment, no renewals, and a 60-day money-back guarantee on every direct purchase.