A Guide to Facility Management Software Costs

Facility management is an integral part of running any organization efficiently. Whether you're responsible for a small organization or a large business, the right facility management software can make a world of difference. However, before you dive headfirst into onboarding this kind of software, it's crucial to understand the costs involved. In this guide, we'll break down the various aspects of facility management software costs to help you make informed decisions.

There is a wide range of pricing structures and schedules when it comes to facility management software. For example, depending on your organization and the software provider, the cost could be anywhere between $100 to $1,000+ per month. There are also often implementation or onboarding initial setup fees involved.

Common Pricing Models for Facility Management Software

There are various pricing models used throughout the facility management software industry. It's essential to understand the differences between these models so you can choose a pricing model that best aligns with your organization's size and requirements. Here are the most commonly used pricing models:

Per User

This pricing model is based on the number of users requiring system access. This model can be quite expensive for larger organizations, with hundreds of team members needing to access and use the facility management software system. This pricing model also means that as an organization grows, the price to use the software will also increase. Many software vendors sell facility management software.

Quick Tip: If your organization is considering choosing a vendor that charges per user, it's critical to think about a realistic amount of individuals who need access to the system and will be using it frequently. Adding entire teams and departments can get very costly very quickly!

Per Site or Square Footage

This pricing model is based on the number of locations, sites, or buildings that an organization will use the software to manage. This cost model could also use total square footage or square footage by building to determine pricing. Providers that use this pricing model often offer unlimited users, meaning that there is a fixed price associated with the software, and organizations can add or remove users as needed without a change in their expenses.

Per Module

This pricing model is based on the products and features an organization requires. For example, using this pricing model, an organization could choose to pay only for services like work order management and capital planning instead of purchasing a comprehensive system with features they don't need. Typically, each product or feature has a set price, which can be based on the value it brings or the amount of access needed. 

Additional FMS Costs

The most notable cost associated with facilities management software is the licensing or subscription fee. Beyond that, it is common to find costs associated with the following products and services. Be sure to inquire about any additional charges for upgrades and support.

• Onboarding Costs - Onboarding facility management software often requires professional services to set up and configure the system to meet the specific needs of your facility. These services can include data migration, onsite visits, software customization, and staff training.
  
  
• Hardware and infrastructure - Depending on the software you choose, you may need to invest in new hardware or upgrade your existing infrastructure. Ensure your organization has the necessary servers, computers, and network capabilities to support the software, whether on-premise or one of the cloud-based facility management systems. These infrastructure costs can vary widely depending on your current setup and the software's requirements.
  
  
• Maintenance and Support - Facility management software does require ongoing maintenance and support to keep it running smoothly. Consider the cost of annual maintenance fees and any additional charges for technical support or updates. While some companies provide technical support as part of the subscription, others charge a fee for this service. Remember that having reliable support can be crucial when issues arise.
  
  
• Training Expenses - Your staff will need training to use the facility management solution effectively. Comprehensive training increases the adoption of the software, which improves efficiencies. Some software providers offer free training, while other training programs come at an additional cost. It is common to have initial training included with overall pricing and follow-up training available for purchase.
  
  
• Integration Costs - If you already have other software systems in place, integrating your CMMS software with them can be essential for seamless operations. Integration costs can vary based on the complexity of your existing systems and the software's compatibility.

As you explore CMMS solutions, it’s beneficial to understand the potential costs involved. By considering different pricing models, onboarding costs, hardware requirements, training expenses, and integration costs, you can create a more comprehensive budget and plan better for onboarding.