The cost of accessibility is a serious barrier for many organisations. This amount is often unclear and linked to different factors in the digital accessibility strategy. So, what goes into pricing the remediation of a PDF file? This article identifies the criteria that affect the cost of an accessible PDF. It also provides some solutions for effective budget management.
Factors affecting the cost of an accessible PDF
There is no single fixed price. Accessibility is a complex issue, with many different costs to consider. Understanding these factors is essential if you are to have an effective, budget-conscious accessibility strategy in place.
The size and complexity of the PDF document
The number of pages
The larger the document, the greater the time and resources required to make it accessible, and therefore the higher the cost.
The type of content
Graphical content (presence of images, tables, forms, etc.)/Textual content (formatting and page structure: headings, subheadings and paragraphs).
Good to know: The accessibility process is easier for a simple, structured page layout than for a complex document with many graphics, tables and images.
The format of the source file
If the source material is in an unmodifiable form (PDF, picture), the accessibility process is more stringent and more expensive.
Desired level of accessibility
Key element: Compliance with PDF standards.
Next, be aware of the accessibility features required
- Advanced features for screen reader users
- Adaptation to specific needs
- Add tags, descriptive titles, alternative text for images, transcriptions for audio and video content, etc.
Higher levels of accessibility mean greater requirements, greater functionality and greater costs.
Quality of original
- Native PDF vs. scanned PDF
- Presence of existing tags
- Level of editing required
Tools and software used
- Free versus paid software
- Automation vs. human intervention
- Use of templates or customisation
Read the article How to test a PDF for accessibility
Service provider expertise
An experienced service provider who specialises in digital accessibility will charge more than a novice or generalist service provider. Their ability to handle complex documents will also affect the cost of the project.
Stages in the procedure
- Initial analysis and pre-tagging
- Scanning and error correction
- Revisions and adjustments
- Compliance testing (PDF/UA)
Other factors to consider
- Method of implementation: manual correction by an expert in accessibility + degree of dependence on the expertise and the tools used.
- Training and Awareness
- Maintenance and regular updates
- Technical support and assistance
- Accessibility tests
Accessible PDF: the questions to ask yourself if you want to set the right budget
- What are the desired accessibility goals for an individual PDF?
- Who is the target audience for the document?
- How often will it be updated?
- What accessibility features are essential?
- What internal resources are available (expertise, tools)?
- What is the deadline/budget for producing the accessible PDF?
How do I know if I’m getting good value for money?
Understanding the pricing conditions will enable you to make a clear comparison of the reliability/quality of the offers.
Start by conducting a preliminary accessibility audit to identify any accessibility issues in the document and estimate the cost of compliance.
Next, here are a few important points to check to evaluate the investment in an accessible PDF:
- The software used
- Turnaround time
- The document processing resources/procedures
- Tariffs for low, medium and high levels of complexity
- Volume discounts available
Beware of false promises!
Some very inexpensive products offer only cursory PDF enhancement, leaving documents inaccessible to screen readers.
They may also conceal dubious practices:
- Generic tags instead of precise markup, making the document incomprehensible to screen readers
- Use of tricks to hide content, which skews the result and also affects the user experience
- Sloppy remediation and lack of rigorous validation
Tip: ask for examples. Test with screen readers to check that the documents correctly convey the information and are not simply trying to get past the verifiers.
You should validate the final result against what you are paying for an accessible and usable PDF document.
A few tips for cost optimisation of PDF accessibility
- Plan and design the PDF with accessibility in mind from the start
- Use automation tools for repetitive tasks
- Call in an accessibility expert for complex cases
- Analyse prices with service providers based on specific needs
- Ask questions and compare offers before making a decision
The cost of making a PDF accessible varies depending on several factors: the complexity of the document, the expected level of compliance, timelines, and of course, your internal objectives.
Before getting started, it’s essential to understand these aspects and ask the right questions to choose the most suitable provider and solution.
That’s exactly the purpose of our Accessible PDF Platform: to guide you step by step in transforming your PDFs into accessible documents that meet RGAA and WCAG standards—tailored to your specific needs.
Remember: digital accessibility is an impact-driven investment.
Beyond legal compliance, it’s a responsible choice that improves the reading experience for everyone—including your clients, partners, and team members.
Making your documents accessible also means making your communication more human and more universal.
