How to use the calculator
Enter the number of users who need access, the likely monthly fee per user, the number of admin hours the software could save each month, and the value of one admin hour. The result is not a vendor quote. It is a quick sanity check before you spend time on demos and setup.
What to include in software cost
- Office users and field users who need logins.
- Add-ons for forms, reminders, payments, reporting, inventory, or extra modules.
- Payment processing, SMS, training, implementation, and data migration where relevant.
- The plan you expect to need after 12 months, not only the cheapest starting plan.
What counts as admin time saved
- Less double entry between quotes, jobs, invoices, and accounting.
- Fewer phone calls asking technicians for job status.
- Faster quote follow-up, invoice sending, and payment reminders.
- Cleaner photos, notes, signatures, and compliance records attached to the job.
Next steps
- Use the software selector to shortlist tools by trade and team size.
- Use the compare builder if two products are close.
- Compare ServiceM8 vs Tradify for small-team workflows.
- Check migration risk before moving live jobs.
- Use the checklist before moving real jobs into a new system.
Example scenario
A three-person trade business pays for three users and estimates the software will save eight admin hours each month. If one admin hour is worth more than the monthly software cost per user, the tool can pay for itself quickly. If the result is negative, the software may still be worth buying for better job records, faster payment, or compliance, but the owner should understand the tradeoff.
Limits of the estimate
This calculator does not include every possible benefit. It does not model fewer missed invoices, better quote follow-up, improved customer experience, fewer lost photos, or cleaner compliance records. It also does not include all costs, such as training, migration, payment processing, and implementation. Use it as a first filter, then confirm details with vendor pricing pages.
FAQ
What hourly value should I use?
Use the realistic value of the person doing the admin work. For an owner-operator, that may be the value of billable time lost to admin. For an office employee, it may be wage cost plus overhead.
Should I include field users who only need mobile access?
Yes, if the vendor charges for those users. A tool can look cheap for one admin user but become expensive once every technician needs access.
What if the calculator shows a negative return?
A negative result does not always mean the software is wrong. It means the buying case should rely on other benefits, such as fewer missed invoices, better job records, compliance, or faster payment.
When should I rerun the calculator?
Rerun it after a vendor confirms pricing, after you know how many field users need access, and after the trial shows a realistic number of admin hours saved. The first estimate is only a filter; the final estimate should use vendor-specific numbers.