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Field service software ROI calculator
Enter 5 numbers about your business. Get a rough estimate of monthly software cost, annual return and payback period, based on three planning assumptions listed below the calculator.
The starting values for team size, revenue, admin hours and billed rate are examples, not averages; replace them with your own figures. The software cost starts at a median from our data, explained under that field.
Including yourself if you do field work.
Your own figure: last year's revenue divided by the number of technicians.
Per technician, your own estimate: paperwork, scheduling calls, invoicing and re-entering data.
What you charge customers per billable hour.
Default $42: the median published starting price of the 16 tools in our directory with a monthly per-user price. For a per-company plan, divide its monthly price by your number of technicians. Use your quote if you have one.
Frequently asked questions
How realistic are the ROI numbers shown?
They come from a simple model with three fixed assumptions: software removes 60% of the admin hours you enter, half of that recovered time becomes billable work, and revenue rises 8% from fitting more jobs into the week and quoting faster. These are our planning assumptions, not measured results for your trade. The software cost is the per-technician price you enter. Your real return depends on whether your team uses the software, how well it connects to your accounting, and whether recovered time turns into paid work.
Why does the calculator assume 60% admin-time reduction?
It is a planning assumption, not a measured industry figure. A shop moving from paper or spreadsheets may have more admin time to save than one already using software. If you expect a smaller saving, enter fewer admin hours.
Why does the calculator assume only 50% of recovered admin time converts to billable work?
Counting every recovered hour as paid work assumes each one can be filled with billable work. The model assumes half of it becomes billable and the rest goes to planning, follow-up and training. That split is our assumption, so adjust your expectations if your crews are already fully booked.
What about the 8% revenue uplift assumption?
It stands for extra jobs from tighter scheduling and less drive time, plus quotes sent while the customer is still deciding. We have no measured figure for your trade. If your schedule is already full, or most of your revenue comes from fixed recurring contracts, the real uplift may be close to zero.
Where does the default software cost come from?
It is $42 per technician a month: the median published starting price of the 16 tools in our directory with a monthly per-user price. Starting prices are entry plans, and 44 of the 61 tools with a paid monthly starting price charge it per company instead (some plus a fee for each extra user), so replace it with the per-technician cost from your quote or the vendor's pricing page.
Should I trust this for a software-purchase decision?
Use it for a first, rough sizing. For a business case, use your vendor quote as the cost, your own expectations for how fast the team adopts the tool, and your own revenue mix (service, installs, recurring contracts). The calculator gives a starting estimate from the assumptions stated on this page, not a forecast.
How the numbers work
The calculator counts two ways field service software can pay back:
- Time savings (admin reduction). You enter the hours each technician spends on admin a week (scheduling, invoicing, paperwork, re-entering data). The calculator assumes software removes 60% of those hours and that half of that time becomes billable work.
- Revenue uplift (capacity + close-rate). Tighter scheduling can fit more jobs into a week, and faster quoting can win more of the jobs you bid. The calculator assumes an 8% revenue increase from both together; if your schedule is already full, expect less.
Treat the result as a rough planning figure: the model counts the time and revenue gains in full, so it assumes your team uses the software for the work you entered.
How accurate are these numbers
The numbers shown are estimates from fixed planning assumptions, not measured results. Your actual ROI depends on team adoption, how well the software connects to the tools you already use (such as your accounting software), and how disciplined you are about turning admin-time savings into billable work.
Assumptions
- Software cost: the per-technician monthly price you enter × your number of technicians (default $42, the median published starting price of the 16 tools in our directory with a monthly per-user price)
- Admin time recovered by software: 60% of current admin hours (a planning assumption)
- Recovered admin time converted to billable work: 50% (the other half goes to better planning, training, customer follow-up; a planning assumption)
- Revenue uplift from capacity and close-rate gains: 8% a year (a planning assumption)