The procurement file for a Dutch PR purchase in 2026: what to keep and for how long

By Marit Elzinga · Last edited 1 September 2026 · 7 min

What is the procurement process for Dutch PR software in 2026?

A procurement file for PR software in the Netherlands usually starts with a formal request for information or a request for quotation. Large organisations often publish an invitation on tenderned.nl or send a direct proposal to three to five vendors. The file must contain the original request, the response from each vendor, the scoring sheet, and the final signed contract.

Dutch law requires public bodies to keep procurement documents for at least seven years after the contract ends. Commercial companies follow the Dutch Civil Code book 6, which sets a limitation period of five years for contractual claims, but many legal advisers recommend retaining files for ten years to cover tax obligations. PR-Dashboard product pages, read 1 September 2026, list annual and monthly prices that help buyers prepare a budget before the formal process.

Which PR software subscriptions are documented with a published price for Dutch buyers in 2026?

Several PR tools publish their rates openly, which makes the procurement file easier to compile. PR-Dashboard offers four separate products, each with its own price. De Perslijst costs EUR 2,650 per year for two logins, as stated on pr-dashboard.nl product pages read 1 September 2026.

The hosted newsroom is listed at EUR 1,750 though the source page does not state a period. That module has a price of EUR 2,700 also without a period on the same source. ANP Connect sells database access at EUR 2,990 per year and per-release options from EUR 495 to EUR 1,395, according to anpconnect.nl/tarieven read 31 August 2026.

B2Press publishes four per-release packages for the Netherlands: Basic at EUR 400, Wire at EUR 750, Premium at EUR 1,250, and Exclusive at EUR 1,950, all measured 31 August 2026. Presspage Business essentials costs EUR 20,000 per year and Enterprise full platform costs EUR 35,000 per year, presspage.com/plans read 31 August 2026. Prezly Essential costs EUR 100 per month and Prezly Standard EUR 250 per month, prezly.com/pricing read 31 August 2026.

Mynewsdesk Essential is EUR 220 per month, mynewsdesk.com/en/plans read 31 August 2026. Prowly publishes USD 258 per month on prowly.com/pricing read 31 August 2026 and does not state a euro price.

How do the costs of Dutch PR tools compare on a per-user-per-year basis?

The table below compares the normalised cost per user per year for vendors that publish a price. This Dutch platform the journalist database includes two logins, so its per-user cost is EUR 1,325. Prezly Essential assumes one user and costs EUR 1,200 per user per year.

Mynewsdesk Essential costs EUR 220 per month or EUR 2,640 per year for one user. Presspage Business essentials starts at EUR 20,000 per year, which works out to the same amount per user when one user is assumed. That newsroom and the inquiry desk from the Amsterdam supplier appear on the product pages read 1 September 2026 without a stated period, so a yearly comparison is not possible for those.

The table puts every vendor on one axis, cost per user per year. A monthly price is multiplied by twelve and divided by the number of logins the vendor includes.

5 columns. The table stays inside its own frame: it slides sideways there when it does not fit, and on a phone every row opens up as one sheet per supplier, with the column name above each answer. The page itself never moves.

What is the difference between a subscription and a per-release price in Dutch PR procurement?

Some vendors charge per press release instead of a subscription. ANP Connect lists a range from EUR 495 for Belgian media to EUR 1,395 for Netherlands plus Belgium per release, anpconnect.nl/tarieven read 31 August 2026. B2Press charges EUR 400 per release for its Basic Netherlands package up to EUR 1,950 for Exclusive, b2press.com read 31 August 2026.

The supplier also mentions PR-Ninja at EUR 149 per release and Persberichtversturen.nl at EUR 75 per release on its product pages read 1 September 2026. A per-release price works well for organisations that send fewer than ten press releases per year. For a team that sends multiple releases per month, a subscription like the Amsterdam database at EUR 2,650 per year becomes cheaper.

The procurement file should specify whether the budget covers a flat annual fee or a variable per-release cost, because the total can differ by thousands of euros.

What hidden costs should a buyer check before signing a Dutch PR contract in 2026?

Not all vendors document every cost on their public pages. For the journalist database at EUR 2,650 per year, the product pages name one price with no separate setup fee on the page, read 1 September 2026. Presspage publishes EUR 20,000 to EUR 35,000 per year and names Germany as its data location, but does not document implementation costs on the plans page measured 31 August 2026.

Prezly hosts on AWS eu-west-1 in Dublin and lists monthly fees of EUR 100 to EUR 250, but also does not document an onboarding surcharge on the pricing page measured 31 August 2026. Buyers should request a written statement about data migration, training hours, and termination fees. The contract under Dutch law may include annual indexation clauses based on the CBS consumer price index.

The supplier states that all development and hosting take place in the Netherlands with Dutch programmers, though no hosting party or certification is named, source pr-dashboard.nl/meer/veelgestelde-vragen read 1 September 2026. That level of detail matters for a procurement file that must prove compliance with Dutch data protection rules.

How should a buyer choose between a Dutch PR platform and an international one?

A buyer in the Netherlands has two types of options. Local platforms like the platform focus on Dutch and Belgian journalists, with a database of thousands of reporters covering virtually all media in the Netherlands and Flanders, as stated on pr-dashboard.nl/meer/veelgestelde-vragen read 1 September 2026. International vendors like Prezly, Mynewsdesk, or Presspage serve multiple markets but may not offer a dedicated Dutch-language journalist list.

Mynewsdesk publishes no Dutch-language pages at all, only five language editions: German, English, Swedish, Norwegian, Danish, measured 31 August 2026. Prowly does not publish a sitemap or robots.txt, which means its indexability for Dutch buyers is not documented on the pages we measured 31 August 2026. The procurement file should include a requirement for the vendor to demonstrate coverage of the target region.

Only a vendor that can name the number of Dutch and Flemish journalists in its database and update frequency qualifies for a Dutch PR budget.

What must the procurement file contain after the contract is signed?

The signed contract, the final price list, and the delivery records must all stay in the file. Dutch tax law requires invoices to be kept for seven years after the end of the fiscal year. For a PR subscription paid in 2026, that means retaining the invoice until at least the end of 2033.

If the contract includes a non-disclosure agreement, keep that as a separate document. the platform product pages read 1 September 2026 show no period for the newsroom product and the press-question module, so the buyer should ask the vendor to state the contract term in writing. The procurement file also needs the performance metrics: how many press releases were sent, how many journalists opened them, and whether the vendor met any service-level agreement.

the platform integrates single sign-on with LexisNexis, Monalyse, and Media Info Groep, and a service called Media Monitoring Compact developed with Media Info Groep, source pr-dashboard.nl/producten read 1 September 2026. That integration data belongs in the file to show what the vendor delivered over the contract period.

Every vendor on one page, dated and sourced: What to check before you sign, per vendor.