Real Cost Over 12 Months, Ranked
Breakdown Per Tool
Plan price for your team size (base price plus each extra staff member and location), plus card fee % and fixed fee per payment, plus marketplace commission on new customers, plus SMS and AI add-ons. One-time setup fees are added to the 12-month total.
Public pricing pages and fee schedules, re-checked regularly. Each tool shows its own last-checked date and source. Sponsored tools are labeled and ranked by cost like every other tool.
Tell us and we will re-check it.
Report Wrong DataHow to Use
Fill in the details that describe your business. You can leave the fields that allow zero at zero if they don’t apply to you. The form starts with the defaults shown below.
Inputs:
- Staff Who Take Bookings (people, default 3): the team members who take bookings. Many vendors include some staff in the plan and charge for the rest.
- Locations (sites, default 1)
- Monthly Card Revenue (USD, default 8000)
- Average Card Payment (per booking, default 60): what a customer typically pays in one card payment.
- New Customers From Marketplace / Month (customers, default 10): customers who find and book you through a vendor’s marketplace or app. Set it to zero if you don’t use one.
- Average New-Customer Spend (USD, default 70): what a new customer typically pays on their first booking.
- SMS Reminders Sent / Month (messages, default 300): used only if you tick SMS Reminders.
- Contract: Any (default) or Monthly Only. Monthly Only hides tools that require an annual or custom contract, with the reason “needs a contract”.
- Billing: Pay Monthly (default) or Pay Yearly. Pay Yearly applies each tool’s annual discount to the subscription part of the price, where the tool has one, and never hides a tool.
Features (tick the ones you need): SMS Reminders (ticked by default), AI Receptionist, Memberships & Packages, Walk-In Queue and POS & Payments. Tools without a feature you tick are hidden from the results. POS & Payments is a filter only: it hides tools without POS and adds no cost.
Business: the menu starts on Any Business, which applies no filter. You can instead pick a specific business, grouped by industry. The calculator then keeps only tools listed for that exact business. A tool listed only for a whole industry doesn’t match a specific business.
What We Count
12-month total = (monthly total × 12) + one-time and yearly extras. The only one-time extra here is the setup fee. The monthly figure shown is the average per month.
The monthly total is the sum of:
- Software plan – the plan’s base price, plus the published charge for each staff member beyond the number included and for each location after the first.
- Card fees – your Monthly Card Revenue times the vendor’s published percentage, plus its fixed fee for every card payment. We estimate your number of card payments as Monthly Card Revenue ÷ Average Card Payment.
- Marketplace new-customer fees – the vendor’s published fee for each new customer who books through its marketplace, times your New Customers From Marketplace / Month. A flat fee is a fixed amount per new customer. A percentage fee is worked out on your Average New-Customer Spend, with the vendor’s published minimum and cap per new customer where it has them. A vendor with no published marketplace fee counts as zero. Tools with this cost show the tag “Marketplace Fee”.
- SMS add-ons – only if you tick SMS Reminders: the vendor’s SMS add-on price, plus the cost of messages beyond any allowance included in the plan. If nothing extra is charged, the row shows “Included”.
- AI add-ons – only if you tick AI Receptionist: the vendor’s published price for that add-on.
- Other monthly fees – any other recurring monthly fees the vendor publishes.
One-time costs are added once to the 12-month total: any setup fee the vendor publishes, such as onboarding or data migration.
If a vendor doesn’t publish its card processing rate, we use a fallback of 2.9% + 30¢ per payment. The figure is marked (est.), and the tool shows the note “card rate not published – estimated at 2.9% + 30¢ (your own processor)”, so you can see it’s an estimate, not the vendor’s actual rate.
With Pay Yearly, the vendor’s official annual discount applies to the subscription part only, not to card, marketplace, SMS or AI costs. Only the costs listed above are counted. Hardware, taxes and promotional discounts are not modelled in this version of the calculator. The calculator is an estimate, not a quote. Always confirm final pricing with the vendor before you sign up.
How Filters Work
Tools that don’t match your choices are hidden from the results. A note under the results names each hidden tool and why, in this form: “N tool hidden: Name (reason, reason); Name (reason).” The word is “tools” when more than one is hidden. Reasons are lowercase, and the common ones come first:
- “custom quote only”: the vendor publishes no price, only custom quotes.
- “not listed for this business”: you picked a specific business in the Business menu and the tool isn’t listed for that exact business. With Any Business, no tool is hidden for this reason.
- “needs a contract”: you chose Monthly Only and the tool requires an annual or custom contract.
- “no memberships”, “no walk-in queue” and “no POS”: you ticked the feature and the tool doesn’t have it.
- “no SMS reminders”: you ticked SMS Reminders and the tool has no SMS reminders feature, no SMS add-on price and no included SMS allowance.
- “no AI receptionist”: you ticked AI Receptionist and the tool doesn’t have it.
Pay Yearly never hides a tool. A tool that requires an annual contract shows the tag “12-Month Contract”, even when Contract is set to Any.
If tools exist and none is hidden, the note instead reads: “Sponsored tools are labeled and ranked by cost like every other tool.” This shows whether or not any tool is sponsored.
If tools exist but all of them are hidden, the results say: “No tool matches all your filters. Try removing a required feature.” If you picked a specific business, it ends “Try removing a required feature or choosing Any Business.” The note still lists every tool.
If no tools of this type have pricing data yet, the form and the Business menu still show, and the results area says: “No tools with pricing data yet. Results will appear here as soon as tools are verified.”
Results are ordered by lowest 12-month total first, and nothing is boosted.
FAQ
What Does the 12-Month Total Include?
The software plan for your staff and locations, card fees, marketplace fees on new customers, SMS add-ons (if you tick SMS Reminders), AI add-ons (if you tick AI Receptionist), other published monthly fees and any setup fee. Hardware, taxes and promotional discounts are not included.
How Are Marketplace Fees Counted?
Only for vendors that publish a fee for new customers who book through their marketplace or app. We multiply that fee by your New Customers From Marketplace / Month. A percentage fee is worked out on your Average New-Customer Spend. If you don’t get customers this way, set New Customers From Marketplace / Month to zero.
What Does “(est.)” Mean Next to a Figure?
It means the figure uses our fallback card rate of 2.9% + 30¢ per payment because the vendor doesn’t publish its own card processing rate. The vendor’s actual rate may be higher or lower.
Why Is a Tool Missing From My Results?
It was hidden by one of your choices, or the vendor only offers custom quotes. Each hidden tool is named below the results with its reason. Try leaving Features unticked, including SMS Reminders, or set Business to Any Business.
Learn More
- Back to the Software Cost Calculator, where each software type has its own version.
- Browse Booking & Scheduling software and its sourced prices.
- Read our methodology to see how we collect and check prices.