A PRACTICAL SHOP WORKSHEET
Repair Shop Software Cost: A Budget Worksheet
A monthly subscription is only one part of a repair shop software budget. Compare the same number of locations, employees and required services, then separate recurring costs from the one-time work of moving the shop.
By RepairHQ · Reviewed
| Budget line | What to ask | How to compare |
|---|---|---|
| Base subscription | Is billing per business, location, user or work volume? | Use the plan that covers your actual shop. |
| Locations and staff | What is included, and what happens when a limit is exceeded? | Count active and occasional employees consistently. |
| Messages and other services | Which services require an add-on or external account? | Use the same expected usage in each quote. |
| Payment processing | What are the provider fees, hardware costs and contract terms? | Estimate separately using your payment volume and mix. |
| Printers, scanners and terminals | Can existing hardware be used in the supported setup? | Include replacements, adapters and setup where needed. |
| Migration and training | Which records and assistance are included? | Obtain a written scope for one-time work. |
| Annual commitments | What is payable upfront, and when does the contract renew? | Compare cash due as well as monthly equivalent. |
| Exit and archive access | How are records exported, and can old history remain readable? | Budget any overlap period and retention needs. |
Use two totals: monthly operation and first year
Monthly operating cost = subscription + required recurring add-ons + expected provider services. Keep payment-processing estimates on their own line because card volume and payment mix can change them significantly.
First-year cost = 12 months of recurring costs + one-time hardware, migration and training + any planned overlap with your previous system. If a vendor requires annual payment upfront, show that cash requirement separately from its monthly equivalent.
An illustrative three-store calculation
RepairHQ Growth currently lists US$99 per business per month for three locations and 15 active staff. The subscription alone is therefore US$1,188 for 12 months. This is not a complete operating-cost quote.
For illustration only, assume US$30 per month of optional services and US$300 of one-time setup costs. The calculation is (US$99 + US$30) × 12 + US$300 = US$1,848 in year one, before payment processing and applicable taxes. The US$30 and US$300 are invented worksheet inputs, not RepairHQ prices or promised charges.
Replace every assumption with your own quote. Do not divide a per-business subscription across three stores and compare it with a competitor’s single-store price without also matching staff limits, required features and billing commitment.
Check the cost of a missing workflow
A lower subscription can still require extra work. Estimate the time spent re-entering invoices, reconciling inventory or looking up history only after your trial demonstrates that work is necessary.
For example, if your own measurement finds 10 minutes of repeated work per open day, multiply those minutes by your actual open days and hourly labor cost. That produces an internal estimate, not a guaranteed saving. Avoid counting the same time reduction twice across different features.
Check the price again at the decision point
Use current plan pages or written quotes when choosing a system. Confirm whether an introductory offer expires, which features require a higher plan and whether optional services are billed by RepairHQ or an external provider.
RepairHQ subscription prices are in USD. Eligible local-currency subscription checkout does not change the currency of shop invoices or reports. Confirm your country, currency and provider requirements before calculating a final budget.
Current RepairHQ subscription plans
Starter
US$49/month per business
1 location · 5 active staff
Growth
US$99/month per business
3 locations · 15 active staff
Scale
US$199/month per business
10 locations · 50 active staff
Provider services, enabled add-ons, processing and hardware can have separate charges. Check current billing details.