Smarter Spending: How I Found a Cost-Effective PDF Editor That Made Everyone Happy

There’s a unique challenge that comes with working in IT during a company-wide spending freeze. You’re still expected to solve problems, support your users, and keep everything running—just with fewer dollars. One particular situation stands out from that time: the wave of requests for Adobe Acrobat licenses.

It all started when several office staff members needed to edit PDFs. The requests were simple: modify text, move some pages, maybe add a signature. But the first thing on their minds? Adobe Acrobat Pro. Unfortunately, that software comes with a hefty price tag, and our company had just made it clear that spending was to be reduced wherever possible.

Still, the users had a legitimate need, and I wasn’t about to leave them stranded.

That’s when I remembered a tool we used at a previous job—PDF-XChange Editor. Back then, we had it installed company-wide, with only a handful of full Adobe licenses for the power users who truly needed them. Most people got everything they needed done with PDF-XChange.

So, I did some research. I visited their website and quickly realized I could purchase 10 PDF-XChange licenses for the cost of just 1 Adobe Acrobat license. That math was easy. My users didn’t need advanced form creation or PDF portfolios—they just wanted to tweak documents and keep their work moving.

I put together a simple proposal for my manager outlining the cost savings, the core features of the software, and how it would meet our needs. To their credit, they approved it right away. I placed the order, rolled out the licenses to the team, and within a couple of moments, everyone was up and running with PDF-XChange.

The best part? Not a single complaint. No one came back asking for Adobe. The software did exactly what they needed it to do.

This situation reminded me of something I’ve always believed in: good IT isn't about always buying the biggest or most well-known solution—it’s about solving problems effectively and responsibly. I care deeply about the people I support, and I also care about the company's piggybank. If there's a way to meet user needs and save money at the same time, I'm going to find it.

That mindset has guided me through many decisions in my IT career, and this was just one more example of how doing your homework and looking out for both your users and your company can pay off.