Passwordstate vs Zoho Vault (2026): which should you pick?

Pick Passwordstate if

• Fits if you run Windows servers and want the vault on your own network
• Works for IT teams that need role-based access and audit reports

Look elsewhere if

• Not for you if you do not run Windows Server, IIS and SQL Server
• Pricey if you add support, which renews at 20% of the licence value
• Watch out: the Password Reset Portal, High Availability and Remote Site Locations modules are priced separately
• Watch out: the 30% charity and education discount does not apply to reseller orders

Pick Zoho Vault if

• Fits if you want a free password manager for yourself with no cap on passwords or devices
• Works for a small team sharing logins at $0.90 a head, or companies already on Zoho Mail, Desk or Projects

Look elsewhere if

• Skip it if you want to share passwords with family for free, as sharing starts on Standard
• Tight if you're a team of two or three wanting shared folders, because Professional needs 5 users
• Not for you if you attach big files to logins, since attachments are capped at 2 MB each
• Pricey if you need single sign-on or Active Directory, which need Enterprise at $7.20 a user with 5 users minimum
• Skip it if you want a Linux desktop app, as the desktop app is Mac and Windows only

Passwordstate

• The server needs Microsoft Windows Server 2022 or later, IIS, .NET Framework 4.8.1 and SQL Server.
• Support and upgrades are a separate yearly cost, renewing at 20% of the license value.
• A 30% discount is listed for registered charities and accredited education providers, but not for orders through resellers.
• The Password Reset Portal, High Availability and Remote Site Locations modules are priced separately.

Zoho Vault

• The Free Forever plan has no password sharing; sharing starts with the Standard plan.
• Professional and Enterprise each require a minimum of 5 users.
• Shared folders, user groups and breached password alerts need Professional; single sign-on and Active Directory integration need Enterprise.
• File attachments are capped at 2 MB each, and the desktop app is listed for Mac and Windows only.

Passwordstate

Self-hosted vault

Runs on your own Windows server with IIS, .NET Framework and SQL Server, so the password data stays on infrastructure you control.

Browser extensions

Extensions for Chrome, Firefox, Edge, Brave and other Chromium browsers save and fill logins and work with passkeys on supported sites.

Mobile apps

iOS and Android apps give offline access to cached credentials, biometric unlock and autofill, connected to your own server.

Role-based access and reporting

Permissions are set per password list, with compliance reports and audit trails for administrators.

API and webhooks

An HTTP API lets scripts and applications retrieve and manage passwords, using PowerShell, Curl and other tools.

High availability and add-on modules

Optional modules add a disaster-recovery replica, a self-service Active Directory password reset portal and remote-site agents.

Zoho Vault

Unlimited free vault for individuals

The free plan stores unlimited passwords, notes and documents, syncs across devices and includes browser extensions, mobile apps and a password generator.

Password sharing with permissions

Paid plans share passwords with individuals and groups at several permission levels, and can share once with third parties outside the organization.

Passkeys and passwordless unlock

Stores passkeys alongside passwords, and the vault itself can be unlocked with Zoho OneAuth, Windows Hello, Touch ID, a passkey or a YubiKey.

Admin controls and audit trails

Admins assign roles, transfer password ownership, enforce password policies and review audit trails of password access, user activity and admin actions.

Access control workflow

Enterprise adds a request-release workflow in which access to critical shared passwords needs admin approval and can be limited in time.

Directory and single sign-on integrations

Standard connects to Google Workspace and Microsoft 365. Enterprise adds Active Directory, Okta and OneLogin integration and single sign-on for cloud apps.

Passwordstate

• Named Users$368

  once-off for 5 users, plus $73.60 per year for support

  One production install and a set number of named users (the calculator starts at 5); the cost rises with the user count.

• Enterprise LicenseCustom

  One production installation with an unlimited number of users; priced in the licence calculator.

• Global LicenseCustom

  An unlimited number of production installations and users, within one company structure; priced in the licence calculator.

Zoho Vault

• Free Forever$0

  For individuals: unlimited passwords and passkeys on unlimited devices, autofill, offline access and a built-in 2FA authenticator.

• Standard$0.90

  per user / month, billed annually ($1 billed monthly)

  Adds password sharing with team members, one-time sharing with third parties, user roles, admin controls, cloud backup and IP restrictions.

• Professional$4.50

  per user / month, billed annually ($5 billed monthly)

  Minimum 5 users. Adds user groups, shared folders, a break-glass emergency account, breached password alerts, a CLI and 10 webhooks.

• Enterprise$7.20

  per user / month, billed annually ($8 billed monthly)

  Minimum 5 users. Adds Active Directory integration, single sign-on for cloud apps, a request-release access workflow and SIEM integration.

• Flex PlanCustom

  Volume-based pricing for large organizations, with tailored onboarding and extended trial periods.

Passwordstate

• Nonprofit

  30% off for charities and education

  Registered charities and accredited educational institutions get 30% off Passwordstate and High Availability licenses, with proof of eligibility.

Zoho Vault

• Annual discount

  Save 10% with yearly billing

  Zoho Vault's pricing page gives a 10% discount on annual subscriptions: Standard drops from $1 to $0.90 per user a month, Professional from $5 to $4.50 and Enterprise from $8 to $7.20.

• Other savings

  Volume discounts on request

  The pricing FAQ says discounts are offered based on the number of licenses purchased, through a custom quote from the sales team.