How Much Does Scheduling Software Cost?

So you've decided that you need scheduling software for your business. The first step is doing a product comparison, and one of the major deciding factors is price. The price of scheduling software is tricky because it depends on so many different factors, including the specifics of your business.

Here are a few things to keep in mind while software shopping for your business:

The features included in the base price of the software

What’s the difference between the $20/month software and the $200/month software? Which one do you need to run your business?

Most scheduling software offers a base set of features, plus a variety of apps and add-ons that you can choose from for an additional price. It’s those apps and add-ons that can make the price skyrocket. Pay attention to what that $20/month will actually get you–is it enough to manage your everyday operations? 

At Pike13 we include the Staff App and Check-In Kiosk App in our base software price. Our Client App, however is an add-on. So be sure to know of the price for all features you will need to run your business to make an educated decision.

Pricing Models

Some scheduling software companies charge a flat rate per month, whereas others have a starting rate that is tiered by the number of contacts you have in your database. At first glance, a side-by-side comparison might make one appear cheaper, but after taking into account number of contacts, that may no longer be the case. Be sure to understand what pricing model companies use when doing your software comparison.

At Pike13, we charge a flat rate. This is because we think it is important to not penalize you for a growing business. It is also essential that you have the ability to keep inactive or dormant users to potentially nurture and reactivate in the future. Often, when going with a pricing model that is based on the number of contacts you will be forced to remove inactive accounts to keep the cost down–which means missing out on nurturing opportunities.

Understand merchant processing and hidden fees

Merchant processing fees trip up a lot of business owners. They are often called hidden fees because business owners don’t realize how high they can be until they get the invoice. Make sure you understand what merchant processors work with the software companies you are considering, and what their fees are. Ideally, you’ll find a solution that offers a flat rate so you’ll never be surprised by your monthly bill.

For established businesses, understand data migration costs

If your business is already established and has an existing client base, you’ll want to be able to migrate your client data into whichever software you choose. Will there be a cost to this? Is it a flat-rate cost, or will you be charged by number of contacts? And will the software company help you with the migration or are you on your own? Depending on the size of your business, data migration could get pricey.

You are also paying for customer service and maintenance

Remember that your recurring payment for your software is also paying for support and software updates. When considering your options, pay attention to how often the software has been updated since its initial release. You don’t want to invest in something that will be outdated in two years.

Also pay attention to how much customer support is included in the software package. Some companies will only offer a set number of support hours before they begin charging you. And if the software isn’t user-friendly and intuitive, support charges can add up.

The bottom line

Uber-cheap software is cheap for a reason: because it don’t offer very much base functionality or support. It can be important to know how long the software company has been in business. Newer companies may charge a lot less in the beginning as they establish themselves in the market and raise their prices at a later date.

If it seems too good to be true, it probably is. At present time you can expect that scheduling software will typically range between $150 to $250 per month. But the investment is worth it for something that will be such an integral part of your everyday operations. Find a software that works with and can grow with your business, and it will be money well spent.