What does work order software cost? Prices set out

"What does work order software cost?" is a logical first question, but the honest answer is: that depends on the pricing model and on what is not in the monthly price. A tool at "€15 per user" can work out more expensive than one at "€69 per month" as soon as you count in implementation, integrations and an annual contract. Below we set out the models, the hidden costs and an honest price range for 2026 — plus the questions to ask before you sign.

Two pricing models: per user or fixed package

Broadly speaking, you see two models in the Netherlands:

• Per user per month. You pay an amount (often €15–40) per active technician or office user. Advantage: a low entry amount with 1–2 people. Disadvantage: the bill scales linearly — with 8 technicians it runs up fast, and you start watching who you give an account to.
• Fixed package per month. You pay a fixed price for a tier (for example up to 5 or up to 15 users). Advantage: predictable, and you don't have to micromanage who is allowed to log in. Disadvantage: with a very small team you pay for room you are not yet filling.

Rule of thumb: if you count more than a handful of technicians, a fixed package almost always wins on predictability.

What is (not) in the monthly price?

This is where the surprises arise. Ask explicitly whether these items are included:

• Implementation / onboarding. Broader ERP packages often charge for a one-off implementation project (from hundreds to tens of thousands of euros). Specialised tools usually let you start the same day, without a consultant.
• Integrations. An accounting or invoicing integration is sometimes only in a more expensive package, or costs extra.
• Support. Is phone or email support included, or do you pay for a separate SLA?
• Storage and history. You retain 5 years of work orders and installation records — is that storage in the price?
• Contract term. An annual contract with a notice period is something quite different from monthly cancellation. Work out the total first-year cost, not just the monthly price.

Watch the difference between "from €X" and what you actually pay per month. "From" prices are often based on the smallest package, without the integrations you need in practice.

What is a reasonable price in 2026?

Publicly observable, the entry prices for work order and service software run roughly between €15 per user and €70+ per month, depending on the model and the functionality. Part of the market publishes no price at all ("quote on request") — which makes comparing difficult and is rarely to your advantage.

Koldwerk deliberately opts for a public price: €49, €69 or €89 per month, depending on the package — to be seen on the pricing page. No quotation process, cancellable monthly and no annual-contract lock-in. For refrigeration companies the BRL 100, F-gas and STEK administration sits in the platform itself, not as an expensive separate module.

Work it back: when does it pay for itself?

Software that costs €69 per month only has to prevent a few hours of retyping or one missed invoice a month to pay for itself. We work that scenario through in work order on paper vs digital: the real costs, and you can fill in your own situation with the calculator on the pricing page.

Checklist: questions to ask before you sign

• Is the price public, or do I get a quote I can't compare?
• Per user or fixed package — and what happens when another technician joins?
• What are the one-off implementation costs?
• Is the accounting integration part of this amount?
• Cancellable monthly, or an annual contract with a notice period?
• Are my compliance requirements (BRL 100 / F-gas / STEK) included as standard?
• Do I get my data out if I ever switch (export)?

Where Koldwerk stands on this

Koldwerk is built for Dutch refrigeration installers and deliberately keeps the price transparent and without catches: view the three packages, feel free to compare us with other tools, and if paper or Excel is your current "system", start by reading when digitising becomes worthwhile.

Cross-references

• Work order on paper vs digital: the real costs
• From Excel to software: migration guide
• Comparing Koldwerk with other tools

Disclaimer: the price ranges mentioned are indicative and publicly observable at the time of writing (May 2026); suppliers change prices regularly. Always check the current price list of the supplier concerned. Koldwerk's prices are on /prijzen.