Koha is free. That’s true, and it’s one of the best things about it: any library in the world can download the most widely used open-source library system and use it without paying for a licence. But “free software” and “free to run” are different things, and for small libraries the difference decides whether Koha is the right choice.
What’s free about Koha
Koha is released under the GNU GPL. You can:
- download and install it at no cost,
- use it for as many books, members and staff as you like,
- change it, and share your changes.
There’s no licence fee, no per-seat charge, and no company that can switch it off.
What running Koha costs
Koha is a server application. It needs a Linux server running a web server and a MariaDB or MySQL database, and staff use it through a browser. Everything that keeps that server running costs something.
1. The server
Either a machine inside the library, which someone must maintain and protect from power cuts, or a virtual server rented from a cloud provider, billed monthly.
2. Set-up and configuration
Installing Koha, configuring circulation rules, loading records and setting up the public catalogue takes technical skill. Libraries without it pay someone. As one example of published prices, the hosting company Prosentient lists one-time charges for website set-up and configuration, plus separate charges for converting existing records.
3. Hosting and support
Most small libraries that choose Koha pay a company to host and support it. Prosentient, for example, publishes hosting at over two thousand dollars per library or branch per year, with training charged by the half day. Prices vary widely between providers and countries, but hosting is a recurring cost, every year.
4. Upgrades and backups
Koha releases new versions regularly. Someone has to upgrade the server, test that nothing broke, and take backups. Studies of libraries using Koha, including in Nepal, keep finding the same gap: librarians are happy with Koha’s features, but few can install, customise and maintain it.
5. Staff time and training
Koha is a full integrated library system: MARC cataloguing, Z39.50, acquisitions, serials, multiple branches. That’s a lot to learn. Training costs money or time, and needs repeating when staff change.
When Koha is worth it
For many libraries, these costs are money well spent. Koha is the right choice when you need:
- MARC cataloguing and sharing records with other libraries,
- a public online catalogue (OPAC) members can search from home,
- several branches or many desks on one catalogue,
- a system that will scale to hundreds of thousands of items.
A university, a large public library or a library network gets a great deal from Koha, even after paying for hosting.
When the running costs outweigh the benefits
A school or community library with one desk, a few thousand books and no IT staff uses a small part of Koha, but pays the full cost of running a server. For that library, software without a server removes most of the bill:
| Cost | Koha, hosted | Desktop library app |
|---|---|---|
| Licence | Free | Free |
| Server or hosting | Yearly fee | None: runs on the library’s computer |
| Set-up | Configuration, often paid | Run the installer |
| Upgrades | Server upgrades | Install the new version |
| Internet | Needed to reach a hosted server | Not needed |
| Public online catalogue | Yes | Usually not |
Khulla is an open-source desktop library app built for exactly that library. It runs on Windows, Linux and Android, keeps the catalogue in one file on the library’s computer, works offline, and covers the catalogue, lending, holds, fines, members, barcode labels and reports. It has no public online catalogue, MARC import or multi-computer sync yet, so a library that needs those should still choose Koha.
Summary
- Koha’s software is free; running it is not.
- The costs are a server or hosting, set-up, upgrades, backups and training.
- For large libraries, Koha’s features are worth those costs.
- For one-desk libraries without IT staff, a desktop app avoids them entirely.
See how the open-source library systems compare for SLiMS, OpenBiblio, Evergreen and BiblioteQ as well.
Questions
Is Koha free?
The Koha software is free to download, use and change under the GPL. A library pays nothing for a licence. It pays for what running Koha needs: a server, hosting, set-up, upgrades, backups and training, either in money or in staff time.
How much does Koha hosting cost?
It varies by provider and size. One provider publishes hosting at over two thousand dollars a year per library, plus one-time set-up and configuration fees. Smaller providers and in-house servers can cost less, but still need someone to run them.
Can I run Koha myself to save money?
Yes, on your own Linux server, if you have someone who can install, upgrade and back it up. Studies of libraries using Koha repeatedly find that installation, upgrades and backups are where libraries struggle.
Is there library software with no running costs?
Desktop library apps avoid server and hosting costs entirely. Khulla, for example, is open source, runs on the library's own computer and works offline, so it has no hosting bill. It suits one-desk libraries rather than large multi-branch ones.
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