How it's priced — and how to compare the real cost
Health and safety software is priced in a handful of ways — per user, a flat fee, per site or project, or per module — and the headline number is rarely the real cost. What you'll actually pay depends on your team size, sites, the modules you need, and support and onboarding. This guide explains the common models and how to compare them fairly. We don't quote prices here — they change, and most vendors quote to your situation — so always get a current quote for your actual size.
| Model | How it works & who it suits |
|---|---|
| Per user (per seat) | You pay for each named user. Simple for small teams, but the cost scales up as you grow — watch it if you have lots of occasional or field users. |
| Flat / unlimited users | One fee based on your organisation size, with no per-user charge. Good when you want everyone — including seasonal or field staff — reporting without the bill climbing. |
| Per site or project | Charged by site or job. Common in construction; check how it scales if you run many sites or projects at once. |
| Per module / add-ons | Pay for the features you use, with extras (e.g. a contractor module, storage, premium support) charged on top of a base fee. |
| Tiered (often with a free tier) | Plans step up by team size and features. A free or starter tier is handy to trial, but is usually limited. |
| Price on application | Many vendors quote to your needs rather than publishing a price — so a demo and a written quote is the only way to know your real cost. |
Beyond the model, your price is shaped by the number of users and sites, the modules you need, the level of support, any onboarding or data migration, and integrations or extra storage. Two vendors with similar headline prices can land very differently once these are in. Decide which of these you actually need before you compare.
Work out the total annual cost for your actual team size and sites — not the headline. Watch for per-site, per-module, contractor, support and onboarding charges stacked on a base fee; check whether a per-user model stays affordable as you grow; ask whether annual billing is cheaper than monthly; and remember a “free” tier is usually limited. Then weigh the price against the return — admin time saved, faster hazard response, and risk reduced — rather than the feature list. And see how to choose a system for the full process.
Book a demo and we'll show you how it works — free 30-day trial included.
Usually one of a few models: per user (per seat), a flat or unlimited-user fee, per site or project, per module with add-ons, or tiered plans — and many vendors quote to your situation rather than publishing a price.
The total annual cost for your actual team size and sites, including any per-site, per-module, support or onboarding charges — not the headline figure. Always get a written quote for your situation.
It depends on your size. Per-user is simple for small teams but climbs as you grow, especially with many occasional or field users. A flat or unlimited-user fee suits businesses that want everyone reporting without the bill rising.
Often, yes — many vendors discount annual plans compared with monthly. Monthly can suit short trials or variable cash flow, but ask about the annual rate before you commit.
Add-ons stacked on a base fee — per-site, per-module, contractor, premium support, onboarding, storage — and per-user models that balloon as you grow. Compare the total annual cost, and weigh it against the time and risk saved.
