There is no fixed rate for a GPSR product file, and anyone who quotes a round figure without knowing your situation is guessing. The amount you ultimately have to pay is determined by three things: the number of products for which you must prepare a file, the amount of work the risk analysis per product requires, and whether technical documentation from the manufacturer or supplier is already available that you can use.
This makes it difficult to quote a single price in advance, but it does make the cost structure predictable. Someone carrying a hundred different SKUs, each with their own risks, logically pays more than someone selling ten variants of the same base product. And someone who can fall back on a complete file from the manufacturer has less work than someone who has to reconstruct everything themselves.
Where the amount comes from
A product file consists at its core of two components: the risk analysis and the underlying technical documentation. The risk analysis describes what hazards are associated with a product and how they are controlled. The technical documentation supports this with test reports, material specifications, instructions and similar documents. The more specialist a product is, the more time that analysis and documentation costs.
In addition, it matters how much of that work you do yourself and how much you outsource. Drawing up a file yourself costs mainly the time of someone within your organisation who needs to grasp the subject matter. Outsourcing to a specialist costs money, but saves that time. Both routes are possible; which makes sense for your situation depends on your range and available capacity.
One-off or ongoing
A file is not something you create once and then forget about. Products change, suppliers modify specifications, and the regulation requires that documentation be retained for a period. This means that costs lie not only in the initial setup, but also in maintaining it: a new supplier calls for an update, a change to the product calls for a reassessment.
For anyone doing this for a handful of products, that is limited. For anyone carrying a range of hundreds of articles, maintaining it over time costs more effort than the initial creation. That is precisely why many businesses look for a system that structures the file per article rather than keeping it scattered in folders and spreadsheets.
How the role you play affects the costs
The height of the costs is also linked to the role you play in the chain. A manufacturer has the heaviest obligation: they must be able to demonstrate the complete technical documentation and risk analysis themselves. A pure reseller typically has less to reconstruct, because responsibility for the underlying file lies with the manufacturer or importer. For anyone unsure which role applies, that is the first question to answer before discussing budget; you can find that out yourself in a few questions.
The number of countries in which you sell also plays a role. For anyone active in multiple member states, there are translated warnings and sometimes country-specific requirements, and that counts towards the time and budget needed to get everything in order.
Structuring yourself or having it structured
What a file needs in any case is a fixed structure: which hazards have been assessed, on the basis of which documents, and who recorded that. Without that structure, maintaining multiple products quickly becomes unwieldy, and that affects precisely the area that supervisory authorities look at during an inspection.
At gpsria.eu, we structure that risk analysis and technical documentation per article, so you maintain an overview of what has been documented and what is still missing. In doing so, we do not ourselves make any judgment about the safety of a product and never state that a product complies with the law; that judgment rests with you or with a specialized partner. How that structuring works exactly and what information is needed for it is described on the page where we explain how the system is set up.
The free role and obligation check always first indicates whether a file is needed for your products and which role applies; only then does it become clear how much work is involved. The concrete rates for the product file, the generator and the compliance system are clearly listed on the page with current subscriptions.
Start with the question, not with the amount
Before you set a budget for a product file, it is more sensible to first clarify which products actually fall under the regulation and which role you play per product category. This prevents you from spending money and time on documentation for products for which it is not necessary, or conversely doing too little for products where it does matter.
If you would like to answer that question first, do the free role check or browse through the knowledge base with explanations per topic. From there it will become clear whether, and how much, file work is relevant for your situation.