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Your CMMS quote is per user. How many people does it actually bill?

Two vendors can quote the identical per-user rate and land ten times apart on the same organisation. The rate is not the variable — the definition of "user" is. Put your own numbers in and see it.

What the three models mean

Charge everyone. Every person with a login needs a paid seat, whatever they do. Common, and it is why quotes balloon after the demo.

Free requesters, view-only. Some vendors give unlimited free requesters — genuinely — but define them as view-only: they can report a fault and nothing else. They cannot act on work, and typically cannot see other people's requests. That means your contractors and your managers still need paid seats.

Licence only the doers. Only people who perform maintenance are licensed. Requesters, external contractors and report-only managers are free. This exists; it is not the norm.

Read this before you use the number. This calculator does not know your vendor's price list and does not try to. It applies the rate you were quoted to three different definitions of "billable user", so you can see how much of the total is decided by a definition rather than a price. Get the definition in writing from the vendor before you trust any total, including this one.

Send these to every vendor, in writing

  1. Which categories of user require a paid licence? Not the rate — which users.
  2. Can someone submit a work request without a paid seat? If so, what can they do, and what can they not do?
  3. Can a manager see reports and dashboards without a paid seat?
  4. Can an external contractor receive a job, record their work and invoice without a paid seat?
  5. At what tier does API access begin? And custom fields?
  6. What is the total for our actual headcount split? Give them the four numbers you just typed above.
  7. What happens at renewal if headcount grows?

Question four separates vendors and almost nobody asks it. Question six produces a real quote instead of a headline rate.

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