A property manager in Barcelona ordered an access control system for a 40-unit apartment building. They picked the cheapest of three door access companies, paid EUR 18,000 for 8 readers and 120 fobs, and discovered six months later that the system ran on a proprietary cloud server the supplier had already shut down. The readers became bricks, the fobs stopped working, and the manager had to rip out everything and start over at EUR 25,000. Total loss: EUR 43,000 plus three weeks of tenant complaints.
That story is not about access control being unreliable. It is about a buyer who compared price but not the supplier’s financial stability, hardware lock-in and software roadmap. Door access companies are not all the same: some are real factories, some are integrators, and some are trading companies repackaging someone else’s hardware. This guide walks through what they sell, how to vet them and what to watch for before you sign the PO.
What Door Access Companies Actually Sell
Most door access companies bundle four things:
- Hardware: readers, controllers, electric strikes, magnetic locks and exit buttons.
- Credentials: RFID cards, key fobs, mobile app credentials and QR codes.
- Software: cloud dashboard, on-premise server or mobile app.
- Installation and after-sales: wiring, configuration, training and warranty.
If you are buying for an office, apartment building or warehouse, you need all four. If you are buying just the hardware to resell, you can skip the installation layer. The rfid cards for access control guide on our site lists the credential options side by side, so you can compare door access companies on what they actually ship.
Hardware: Readers, Controllers and Credentials
Three generations of hardware:
- 125 kHz proximity: legacy. Cheap, easy to clone, not secure. Used in older buildings.
- 13.56 MHz Mifare: current standard. Secure, widely supported. Used in most new office buildings.
- NFC / BLE mobile credentials: newer. Residents use their phone instead of a card.
Controllers are the brain. Two options:
- Wired controller: hardwired to the door. Reliable, needs wiring.
- Wireless controller (Wi-Fi / Zigbee): easier to install, but battery life and signal are issues.
For a new build, spec 13.56 MHz Mifare with wired controllers. For a retrofit, wireless controllers cut installation cost by 40%.
Software: Cloud vs On-Premise
The software decides whether your system survives:
- Cloud-hosted: the supplier runs the server. You log in from a browser. Easy to use, but you depend on the supplier staying in business.
- On-premise: the controller runs the software locally. Your data stays on site. More expensive, but the system keeps working if the supplier closes.
- Hybrid: controller runs locally, cloud for remote management.
For a single building, cloud is fine. For a multi-site portfolio or a regulated industry (healthcare, finance), ask for on-premise or hybrid.
Vetting Checklist: Factory, Certifications and References
Before you sign, run these checks:
- Are they a factory or a trading company? Ask for a factory visit or video call. Real door access companies have their own SMT line and assembly floor.
- Certifications: CE, FCC, RoHS, ISO 9001. Ask for the certificates, not just a claim.
- References: three projects in your country, with contactable references.
- Software ownership: do you own the controller firmware? Can you switch suppliers without replacing the hardware?
- Warranty: 2 years hardware, 1 year software. Get it in writing.
If a supplier refuses a factory visit or can’t provide references in your country, walk away. The rfid card company guide on our site lists the same vetting steps for credential suppliers, and most door access companies source their cards and fobs from the same tier of factory.
Pricing: What’s Included and What’s Upcharged
Typical pricing for a 10-door office system:
- Hardware: EUR 800–1,500 per door (reader + controller + lock).
- Installation: EUR 300–600 per door.
- Software: EUR 50–150 per user per year (cloud).
- Credentials: EUR 1–3 per card or fob.
Watch for hidden charges:
- Annual cloud fee: some door access companies give away the hardware but charge EUR 2–5 per door per month forever.
- Installation travel: if the supplier is 500 km away, travel cost can double the install bill.
- Spare parts: ask for the price of a replacement reader or fob before you order. A cheap system with expensive spares is not cheap.
Common Pitfalls and How to Avoid Them
Three pitfalls we see every quarter:
- Picking the cheapest of three quotes. The cheapest door access companies often cut corners on controller firmware and software support.
- Skipping the reference call. Three 10-minute reference calls will tell you more than a 50-page brochure.
- Not planning for expansion. If you might add 10 doors next year, spec a controller that supports 20 doors now. Swapping a controller later costs EUR 500 per door.
When you shortlist door access companies, ask each one for a hardware demo on your own doors. A 30-minute demo will expose signal range, reader speed and fob reliability that no brochure can.
If you are comparing quotes, ask the rfid key fob team on our site for a sample pack of Mifare and 125 kHz fobs. We will send 10 fobs so you can test them on your existing readers before you commit.
PREGUNTAS FRECUENTES
What is the difference between a door access company and a security integrator? A door access company makes or resells the hardware and software. A security integrator designs, installs and services the whole system, often using hardware from multiple brands.
How many doors can one controller handle? Most controllers handle 2–4 doors. For 10+ doors, use a multi-door controller or multiple controllers on the same network.
Can I use my phone instead of a card? Yes. NFC and BLE mobile credentials are standard on most new systems. Ask your door access companies which app they support.
How long does installation take? 1–2 days for a 10-door office, 3–5 days for a 40-unit apartment building.
If you are specifying a new office, apartment or warehouse system, send us your door count, credential type and timeline. We will quote the hardware and credentials with a reference list in your country, usually within one working day. If you need a software or hardware recommendation, the custom nfc tag page on our site lists the mobile credential options.