Understanding HR Software Pricing: A Comprehensive Guide to Choosing the Right Model for Your Business


Human Resource (HR) Software Pricing: Understanding the Costs of HR Technology

In recent years, businesses of all sizes have embraced digital transformation, as it has become an essential part of staying competitive. One key aspect of this shift is the adoption of HR software, which has revolutionized how HR departments work, automate processes and manage employee data. However, with the different types of HR software available in the market, business owners are faced with the challenge of finding the best fit for their organization, and at a cost that makes sense.

If you’re considering implementing an HR software solution for your business, it’s essential to understand the pricing models to make an informed decision on what would work best for your organization. This article aims to provide an overview of HR software pricing models commonly used in the industry.

1. Subscription/Pay-Per-Use Model

Subscription-based pricing model is the most popular option in the HR software industry, also known as Software-as-a-Service (SaaS). Businesses pay for access to the software over a period, usually monthly or annually. The subscription fee varies depending on the software provider and the features included. Pay-per-use pricing is another common subscription model, where companies pay for each employee using the system.

Advantages of Subscription/Pay-Per-Use Model:

– Low initial costs, making it affordable and accessible for small businesses
– Predictable costs, as the fees are consistent, making budgeting easier
– No additional hardware or software investments required

Disadvantages of Subscription/Pay-Per-Use Model:

– Over time, the total cost can be higher compared to one-time licensing models
– Access to data depends on subscription status
– Limited customization options

2. Perpetual License Model

The perpetual license model is a one-time fee paid for the purchase of the software, and businesses own the rights to use it indefinitely. The license fee can be a significant upfront investment, but businesses can save money in the long run since there are no recurring subscription fees.

Advantages of Perpetual License Model:

– No yearly or monthly charges
– Greater control over data and features
– Customization options are more flexible

Disadvantages of Perpetual License Model:

– High upfront costs, which may not be feasible for small businesses
– Businesses must incur additional costs if they need to upgrade or purchase new versions

3. Freemium Model

The freemium pricing model is a combination of the subscription and perpetual licensing models. The company provides a free version of its HR software solution, allowing businesses to access a limited range of basic features. However, they must pay for additional features or access to more users.

Advantages of Freemium Model:

– Low entry costs to test the system
– Access to basic features without the need for an expensive license
– Easy to use, upgrade and expand

Disadvantages of Freemium Model:

– Limited functionality with the free version, making it challenging to compare against other solutions
– Hidden costs may rack up if businesses need to upgrade or change to a more extensive version

4. Bundled Model

The bundled pricing model is a package deal that includes multiple software applications. It is ideal for companies that require a suite of HR software applications like recruitment, payroll, and performance management.

Advantages of Bundled Model:

– Cost-effective since it offers a discounted price compared to purchasing each application separately
– Helps businesses streamline HR processes and operations
– Integration between applications is seamless and supported by a single vendor

Disadvantages of Bundled Model:

– Limited flexibility over the bundle contents
– Difficulty in comparing prices of individual applications since they are part of a package deal.

Factors Affecting HR Software Pricing

Several factors affect the pricing of HR software. Here are some factors to consider:

– Number of employees – the more employees, the higher the cost of the software
– Features – Application features vary, with more advanced solutions coming at a high cost
– Customization – customization increases the cost of HR software solutions
– Vendor Support – Higher levels of support come at a premium price.


When it comes to HR software pricing, businesses should identify the needs and choose a model that works best. It’s essential to weigh the advantages and disadvantages of each pricing model, consider factors that affect pricing, and choose one that aligns with your budget and organizational goals. Remember, software costs might fluctuate from time to time, making it important to run continuous checks to find a suitable fit as your organization evolves.

In summary, HR software can transform HR record keeping, recruitment, employee management and has a measurable impact on the bottom line. The cost of the software should not be the only factor in making an informed decision about an organization’s HR software solution.

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