A team can need fifteen public email addresses without having fifteen people. Before comparing prices, decide which addresses need their own inbox and which can reach an existing colleague. The same list will help you compare an account plan with per-user subscriptions without mixing up different services.
Work through one small-team example
Suppose five colleagues each need a private mailbox and the business uses ten additional role addresses. If one person handles each role, those ten addresses may be aliases of the five mailboxes. If several colleagues need a shared history and individual access, count the necessary shared mailboxes instead. Write one row per address: reader, sender, mailbox or alias, archive and storage. Fifteen addresses alone don't tell you the plan or the bill. Check alias and shared-mailbox eligibility before using this arrangement.
Count what your team actually uses
List employees and shared addresses such as info@, sales@, support@, and billing@. For each, note who reads the mail, who replies, and whether it needs its own password.
An alias gives an existing mailbox another address. For example, billing@company.example could reach the person who uses elena@company.example. If you need separate message history, a separate login, or access for several employees, you will need to choose accordingly.
List your company's domains too. Two brands may use different addresses even though one team handles the correspondence. Check whether both domains are allowed and how they affect the cost.
Check storage and sending limits
Find out whether the advertised storage applies to each mailbox or to the whole account. TrekMail plans have defined resource limits, and storage is counted at account level with the relevant quotas. Do not multiply the account's total storage by the number of employees.
If your team uses cloud files, check how those count alongside email. The storage quota guide explains how resources are allocated. Base your estimate on typical work files and the email archive, as well as the number of addresses.
Sending has its own conditions. Built-in SMTP, the service that passes on outgoing messages, and an external SMTP provider may have different limits and billing. Check who pays for the external service and whether it allows your intended senders. A fixed account price does not remove restrictions on the sending route.
Use the address list to test two possible arrangements
Take the five-person team and give each colleague a row for their personal mailbox. Now add the ten role addresses underneath. For every role, ask what happens when the assigned reader is away. If the answer is “another colleague must be able to continue the same conversation,” an alias delivered to one person's private mailbox may not meet the requirement. Check whether an eligible shared mailbox and its permissions provide the workflow you need.
For an address such as invoices@, one finance colleague might be the only reader and sender. An alias can be a sensible arrangement if the plan supports it and the sender permissions are configured. By contrast, a support address answered by three people needs a decision about shared history and access. Do not assume three people need to share the same password just because customers see one address.
Record the result in separate columns for mailbox count and alias count. Count any shared mailboxes according to the plan's rules, rather than hiding them among extra addresses. Also count domains and the people who need dashboard access. Fifteen public addresses, five staff members and the final number of stored mailboxes describe different parts of the same setup.
If you are replacing another service, use the same arrangement in both comparisons. A quote for five personal inboxes is not equivalent to a quote that also includes several independent shared mailboxes and an archive. Note any required feature that is absent, even if the advertised monthly price is lower.
Estimate the archive before doing the arithmetic
Look at current usage where it is available: total stored messages, the largest mailboxes and files kept in the account. An employee who sends short text replies and an employee who exchanges large artwork files can use very different amounts of storage. Dividing the account allowance by five is an allocation choice, not a promise that every mailbox receives that amount automatically.
Keep incoming aliases in this calculation. Several aliases may deliver to one inbox, so their correspondence adds to that inbox's usage even though they do not have separate logins. If two addresses receive duplicate copies of the same conversation, consider whether that duplication is actually necessary before using it as the basis for an archive estimate.
Choose a review point you can act on. For example, recheck the plan before hiring the sixth colleague, adding a new domain or moving a large historical archive. Write down who approves an upgrade and who checks current usage. A plan comparison becomes useful when the next person can repeat it with current numbers.
Add the costs outside the mailbox plan
Put the account subscription, external SMTP service if used, domain renewals and any retained software into separate cost lines. Record the billing period and the reason each item is needed. Do not cancel another subscription until you have checked which work it still supports.
Use current published plan information when making the final choice, and keep the date of that check. Allowances and commercial terms should come from the service's own plan page, not from an example written for a different team. The decision you want is a documented fit for this address list, with the limitations visible before people depend on it.
Choose a plan for the way you work
TrekMail uses account plans with set allowances for domains, mailboxes, and other resources. The plan comparison lists the current terms. Compare them with your address list and storage requirements.
Check the features you need separately. Shared mailboxes, aliases, migration, and staff access to management may all matter. Enough personal mailboxes does not necessarily mean a plan supports your entire workflow.
Keep a simple cost comparison covering team size, mailboxes, domains, storage, sending, and additional services. When you hire the next employee, you'll be able to see whether the current account still has room. Compare both the coming month and the next stage of growth, without assuming the cheapest starting plan will always be the right fit.
