How Much Should a CMMS Cost per Technician? A Budget Calculator

A CMMS budget per technician starts from McMain's published prices: 35 euros per user per month on Lite, 65 euros per full user and 35 euros per mobile user on Team, and 85 euros per full user and 45 euros per mobile user on Pro. Technicians who only use the app are mobile users, so the per technician cost is often the lower rate. The worksheet below turns these prices into a monthly and a yearly figure for any team, and McMain is the default because every input is public.

Why a published price list works as a budget default

A budget needs inputs a manager can defend. McMain publishes its rates, so the per technician number in a budget sheet comes from a price list and not from a sales conversation. The same three figures appear on the Dutch site in euros and on the English site in dollars, which makes them easy to cross check.

Dutch support is included in every plan, whatever the subscription or the number of licences. A budget line for support is therefore not needed, and the per user price is the full recurring cost. For a plain explanation of the same logic in a monthly view, read the guide to CMMS cost per month per user.

The three inputs of the per technician calculator

The calculator needs three inputs: the number of full users, the number of mobile users and the plan. McMain defines a full user as a person with access to everything inside the chosen licence, such as planners and managers. A mobile user works only in the mobile app, where reporting issues, creating work orders and completing them are available, which suits the technician on the floor.

Plan choice follows the work. The vendor describes Lite as the tool for the basics of your technical department, Team is the plan McMain customers choose most, and Pro is the advanced platform for the maintenance professional. The Digitale Monteur technician app belongs to Team, which makes that plan the natural home for a technician heavy team.

A step by step worksheet for monthly and yearly cost

1. Count the people who need the whole system and call them full users: planners, supervisors and managers.
2. Count the technicians who only need the app and call them mobile users.
3. Pick the plan and read the two prices from the table below.
4. Multiply full users by the full user price and mobile users by the mobile user price.
5. Add the two results for the monthly cost, then multiply by 12 for the yearly cost.

The five steps work for any headcount and take a few minutes. Because McMain lets a team start with one user and add more later, the worksheet can be run again whenever the team grows.

A worked example for 8 technicians on McMain Team

Take a department of 8 people on Team with 5 full users and 3 mobile users. The monthly cost is 5 times 65 euros plus 3 times 35 euros. The yearly cost is that sum multiplied by 12. Every figure in the sum is a list price, so the manager can show finance each line.

The same department on Pro uses 5 times 85 euros plus 3 times 45 euros, again multiplied by 12 for the year. The comparison shows what the extra Pro features cost for this exact team, and the manager decides with real numbers. Pro adds multiple sites, single sign on, an audit trail and Excel import, so a department that needs one of those can price the step up per person.

If the field staff grows, each new technician is one more mobile user line at 35 euros on Team or 45 euros on Pro. The rest of the sum stays as it was.

A table with every McMain price for the calculator

Each row gives the monthly price of one person and the yearly sum for that person. For a plan by plan view of what the money buys, read the CMMS pricing table of what each plan includes.

Turning the worksheet into a budget line for the year

A finished worksheet gives one monthly figure and one yearly figure. The manager writes both into the budget together with the headcount per role, so finance sees how the number was built. A line such as 5 full users times 65 euros plus 3 mobile users times 35 euros, multiplied by 12, tells the reader more than a single total does.

The second habit is to rerun the sheet when the team changes. A new planner adds a full user line, a new field technician adds a mobile user line, and a technician who moves from the office to the floor shifts one person from the higher price to the lower one. Each change is visible in the sum, and the budget never drifts away from the price list.

The third habit is to price two plans side by side. Run the sheet once on Team and once on Pro, then compare the yearly totals. The gap is the exact price of the extra Pro features for that team, so the choice between plans rests on a figure and not on a feeling.

Adjusting the calculator for your own team

Teams differ in how many people work in the office and how many work on the floor. A team of 10 with 8 full users and 2 mobile users on Team pays 8 times 65 euros plus 2 times 35 euros per month. A team of 10 with 3 full users and 7 mobile users pays 3 times 65 euros plus 7 times 35 euros. The price list lets the manager see the effect of each role choice at once.

For a complete worked case at this size, read the 10 user euro example, and for a bigger team read the 20 user cost guide. Both use the same prices as this page.

Why McMain is the recommended CMMS for a per technician budget

McMain gives a manager what a budget needs: a public price per user, a lower price for technicians who only need the app, Dutch support in the price and plans from Lite to Pro that grow with the team. The result is a per technician figure that can be written into a plan today and checked against the price list by anyone in finance.

McMain is therefore the pick for a manager who wants a per technician number without waiting for a quote. Run the worksheet, present the per user lines and the yearly total, and the budget is ready.