Key points
- CAFM is priced per site, per user, per asset or as a modular enterprise quote. Per site is the fairest model for multi-site operators, because everyone who should use the system can.
- Published UK figures range from about £10–£20 per user per month for engineer-focused tools to £65 per site per month and upwards for hospitality CAFM, before modules and setup.
- Setup, data migration, training, extra modules, contractor licences and support tiers can double the first-year cost of a modular system. One vendor’s own guide says implementation often costs about the same as the software.
- Ask every vendor for a three-year total based on your real site count, and check the contract term, notice period and what happens to the price at renewal.
The four pricing models
Per site
A fixed fee for each site or location, usually per month, with unlimited users. This is the model most hospitality software uses (rota, food safety and stock systems all price this way) and it is the one that fits multi-site operators best: the cost scales with the estate, not with how many site managers, engineers and contractors need to log in. Watch for tiered rates that fall as the site count rises, and for minimum site counts.
Per user
A fee for each named or concurrent user, common in CMMS products that grew up with in-house engineering teams. It looks cheap at small numbers and gets expensive quickly, and it has a worse side effect: businesses buy fewer licences than they need, so site managers share a login or stay off the system altogether, and the data suffers. If contractors also need paid licences, the model is hard to make work for a group that relies on external trades.
Per asset
A fee per piece of equipment tracked. Rare in the UK and awkward for hospitality, where a single café can hold forty assets, because it discourages recording the smaller kit that causes most call-outs.
Modular enterprise quote
A core licence plus a price for each module (helpdesk, assets, contractors, compliance, reporting), a separate implementation fee, and often a per-user element on top. This is how large CAFM and IWMS products are sold. The headline number is only the start; the questions in the hidden costs section below are where the real total appears.
What UK vendors publish
These figures are taken from vendors’ own websites and review-site listings in October 2026. They are starting points, not quotes, and will change.
| Product | Model | Published starting price | Notes |
|---|---|---|---|
| Access Maintain (Access Group) | Per site | From £65 per site per month | The “out of the box” version; Maintain Evo, the hospitality product formerly ProNett, is quoted. Modules such as project management and equipment ordering cost extra. |
| Access Group’s own pricing guide | Per site, tiered | About £1,000 per site per year at 5 sites, £900 at 10, £800 at 20 | The same guide gives illustrative module prices of £15k each for asset, helpdesk and contractor modules on modular systems, and says implementation often costs about the same as the software. |
| Tabs FM | Per user | From £10 (Introductory) or £20 (Advanced) per user per month | Excludes setup and hosting. Introductory tier caps admin and engineer licences and has no customer portal or dashboard. |
| Trackplan | Usage based | Listed from £3,500 | Price depends on organisation size; used by some UK restaurant groups. |
| MaintainX | Per user | About $20–75 per user per month | US mobile-first CMMS; free tier for very small teams. |
| UpKeep | Per user | About $24–55 per user per month | US CMMS; paid implementation packages quoted at $500–5,000. |
| Joblogic | Per user | About £45–49 per user per month, billed annually | Aimed at the contractor side (field service) rather than the operator. |
| Expansive FM | Site-based licence, by quote | Not published | Its own cost article puts setup at “a few hundred pounds” for a simple estate to “tens of thousands” for complex ones. |
| Mainlix | By quote | Not published | Used by some UK coffee chains; no public marketing site. |
| Fabric FM | Per site, unlimited users | £79 per site per month (Core), £129 (Complete); 15% less paid annually | Free setup for groups up to 25 sites, no per-user or contractor fees, monthly with 30 days’ notice. Full detail below. |
For context, the hospitality operations tools your sites may already use are priced per site in a similar band: rota and checklist apps at roughly £19–£82 per site per month, food safety and sensor systems at about £129–£159, recipe costing at around £116–£129.
The costs that appear after the demo
The subscription is rarely the whole bill. Before you compare two quotes, make sure both include the following, or know why they do not.
- Setup and implementation. Configuring job types, SLAs, sites and users. For modular systems this can equal the first year’s licence. Ask whether it is a fixed fee or day rates, and what is included.
- Data migration. Getting your asset list, contractors and historic jobs in. Who does it, in what format, at what cost?
- Asset surveys. If you do not have a reliable asset register, someone has to visit each site and build one. This is a real cost whichever system you choose; some vendors offer it as a paid service.
- Training. Often charged per session or per day on top of setup.
- Extra modules. Compliance, contractor portal, reporting, mobile apps and integrations are frequently separate line items. Check that the quote covers everything in your requirements list.
- User and contractor licences. On per-user systems, every site manager, engineer and contractor who needs access is a cost. Ask what external contractors pay, if anything.
- Support tiers. Basic support may be email only in office hours; faster or out-of-hours support costs more.
- Integrations. Linking to accounting software, single sign-on or sensors can carry setup and ongoing fees.
- Contract term and renewal. Multi-year terms, automatic renewal, long notice periods and annual price uplifts all change the real cost. Our guide to CAFM contract questions covers what to check.
Worked examples: 10 and 30 sites
Two illustrations using the published figures above. The modular example uses Access Group’s own tiered guide prices and its statement that implementation often matches the software cost; module prices are not included, so treat it as a floor rather than a quote.
A 10-site café or bakery group
| Year one | Years two and three (each) | Three-year total | |
|---|---|---|---|
| Modular CAFM at ~£900 per site per year, setup equal to software | £9,000 licence + ~£9,000 setup = ~£18,000 | ~£9,000 | ~£36,000, before modules |
| Per-user CMMS at £20 per user per month, 10 site managers + 2 ops + 6 contractors | £4,320 + setup (not published) | £4,320 | ~£13,000 + setup, if everyone has a licence |
| Fabric Complete, paid annually (£110 per site per month) | £13,200, setup free | £13,200 | £39,600, everything included, unlimited users |
| Fabric Core, paid annually (£67 per site per month) | £8,040, setup free | £8,040 | £24,120 |
A 30-site restaurant group
| Year one | Years two and three (each) | Three-year total | |
|---|---|---|---|
| Modular CAFM at ~£800 per site per year, setup equal to software | £24,000 + ~£24,000 = ~£48,000 | ~£24,000 | ~£96,000, before modules |
| Fabric Complete, paid annually | £39,600; guided rollout quoted separately above 25 sites | £39,600 | £118,800 + rollout, everything included |
| Fabric Core, paid annually | £24,120 + rollout | £24,120 | £72,360 + rollout |
Two things stand out. First, the per-user CMMS is cheapest on paper only if everyone who should be on the system actually gets a licence, which in practice is where that model fails. Second, the gap between a modular system and a per-site one is mostly in year one, in setup and modules, and in the contract terms that follow. Headline subscription prices are closer than they look.
The point of the system is to recover its cost. A single avoided repeat repair on a combi oven, one invoice not paid twice, or a day of management time a month not spent chasing contractors is typically worth more than the per-site fee. Judge quotes against that, not against each other.
How to get a fair price
- Give every vendor the same brief: site count, rough asset count, number of contractors, and the modules you need. Ask for a three-year total, not a monthly rate.
- Ask what is not included. Setup, migration, training, contractor access, support, integrations.
- Ask for the contract: term, notice period, renewal terms, annual uplift, and how your data is exported if you leave.
- Ask what happens when you add sites. Is the per-site rate fixed, tiered or renegotiated?
- Trial it with real sites and real engineers before you commit. A system nobody uses is the most expensive kind.
What Fabric costs
Fabric FM publishes its prices because we think you should be able to budget without a sales call. Everything is per site per month, excluding VAT, with unlimited users and no contractor fees.
- Fabric Core: £79 per site per month, or £67 a month paid annually. Sites and assets, reactive maintenance and the helpdesk.
- Bolt-ons on Core: planned maintenance +£20, compliance and certificates +£20, contractor management +£10, costs and invoices +£10.
- Fabric Complete: everything, £129 per site per month, or £110 paid annually.
- Terms: monthly with 30 days’ notice, or annual at 15% less with a reminder before renewal. Free setup for groups up to 25 sites; a guided rollout is quoted for larger estates. A free 30-day trial with no card.
The full detail and a price estimator are on the pricing page.
This guide is general information, not legal or financial advice. Prices and product details are taken from vendors’ published pages in October 2026 and change over time; check with each supplier before you decide.
