How much does CAE document management cost in Spain?

It depends on the starting point, number of workers, platforms, clients or sites, assets and documentary volume. A review of the actual requirements is needed to confirm the scope.

Is first setup different from ongoing CAE management?

Yes. A first CAE often requires organising and preparing a new file, while ongoing management focuses on updates, expiry dates, statuses and recurring documentary follow-up.

Are PRL, insurance or medical costs included?

Not automatically. These can be external services provided by the relevant PRL service, insurer, medical provider or other qualified professional.

Does paying for CAE support guarantee site access?

No. Support helps prepare and manage documents, but the final validation and access decision belongs to the client, site owner or platform.

CAE documentation price in Spain: what affects the cost of support

Current indicative prices

First CAE: from €300 — One-off payment. Complete initial setup The final price depends on document volume, number of workers, platforms, vehicles, machinery and client requirements.
Self-employed: from €59/month — Ongoing CAE management. Up to 2 active clients/sites · 2 CAE platforms More volume, platforms or clients: a tailored quote.
Company: from €149/month — Ongoing CAE management. Up to 3 workers · 2 active clients/sites · 2 CAE platforms More workers, platforms or clients: a tailored quote.
Tailored: Quote — More volume, multiple platforms or complex cases.. We do not promise site access: final approval rests with the client, site owner or platform.

The price depends on the number of workers, platforms, clients or sites, and document volume. We confirm the price before we start.

External service costs — prevention, medical examinations, insurance, accounting or other providers — are not included unless expressly stated.

See what each plan includes

Why CAE document management does not have one fixed price

One contractor may have a current file for one client and only need ongoing checks. Another may be entering a new site for the first time, need several workers registered, have vehicles or machinery, and receive requirements through more than one platform. Those are different scopes of work, even if both call it ‘CAE documentation’.

A clear quote starts with the actual requirements. It should distinguish a first CAE setup from ongoing document management, rather than treating every situation as the same monthly service.

The factors that affect the scope

The main factors are the number of contractors or workers, active clients or worksites, platforms, vehicles and machinery, the state of the documents and the need to manage expiry dates or rejected files. A file that is already organised usually needs a different level of work from one that must be built from the beginning.

The client’s own process matters as well. Nalanda, Dokify, CTAIMA, e-coordina, Metacontratas, Obralia and other systems can structure requests differently. The work is not simply uploading PDFs; it is ensuring that the documents correspond to the right requirement and can be followed when a platform returns a status or an alert.

First CAE setup versus ongoing management

A first setup normally includes reviewing the requirements, identifying missing documents, organising available material and preparing registration or configuration on the relevant platform. If workers, vehicles or machinery will enter, each may need their own documentary block. The aim is to prepare the file for the client’s validation process.

Ongoing management focuses on keeping an existing file current: organising updates, monitoring expiry dates, following pending or rejected statuses and preparing new presentations after corrections. The right option depends on the actual working relationship and the volume that needs attention.

External costs are separate

CAE management support is not the same as issuing every document requested. Insurance certificates, medical examinations, PRL documentation, accountancy records or other professional documents may need to come from an insurer, PRL service, accountant or another authorised provider. Their fees are external costs unless explicitly included.

EntraObra provides document management, administrative support and coordination. We can help identify what is missing and follow the documentary process with the relevant provider, but we do not act as a Servicio de Prevención Ajeno or issue documents that require an accredited entity.

How to obtain a useful estimate

Send the client’s email or requirements list, platform invitation if you have one, and the documents already available. If there is a specific rejection or deadline, include a screenshot of the relevant status. This gives a factual basis for determining the work required.

Before work begins, the scope and price should be confirmed for the real case. That is more useful than relying on a generic price that ignores workers, platforms, active worksites and documentary volume. Final validation and site access remain the responsibility of the client, site owner or platform.