Compare the reductions you expect in admin time, repair costs, and record preparation with the cost of changing tools. Enter your assumptions to model the first year; a cost you incur today is not automatically a saving tomorrow.
Starts with an example: 2 admin hours saved a week at $35/hour, less a $588 license and 12 hours of setup and training ($420). Replace them with your own numbers, and count each cost once.
Modeled first-year benefit before costs
$3,640 / year
$2,632
Benefits minus $588 license and $420 additional costs. Benefit-to-cost ratio: 3.6×.
This scenario is not guaranteed savings. Released staff time is capacity, not cash unless paid costs fall. Confirm your assumptions during a pilot.
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Admin time is the expected reduction in hours, valued at your loaded labor rate. Average that reduction across all 52 weeks, including weeks before adoption. Avoided breakdown costs need evidence that the proposed workflow could change the outcome. Parts premiums and audit preparation include only additional reductions not already counted elsewhere. Leave uncertain benefits at zero.
The default license cost is $49 × 12 monthly payments. Adjust it for your plan, billing term, and time in use, and add setup, training, overlap, and extra ongoing costs. Check current plan features and limits before using a Free or paid plan in the comparison. A negative result means entered costs exceed modeled benefits; a positive result is still an assumption to test, not a promise.
For a worked example and guidance on collecting your own evidence, see CMMS vs. Spreadsheet: the real cost of “free” maintenance tracking.
It depends on your workflow. An existing spreadsheet may add no license cost, but updating records takes time in either system. Measure what a pilot changes and compare that benefit with the software and implementation costs.
Estimate the reductions the proposed workflow can support, count each benefit once, then subtract license, setup, training, and additional ongoing costs. This calculator shows first-year net value and a benefit-to-cost ratio (benefits divided by costs). Percentage ROI would be net value divided by costs, times 100; it is undefined at zero cost. Released staff time is capacity, not cash savings unless paid costs fall.
RunTight has a Free plan — no credit card, no per-user fees. Paid plans start at $49/month as one flat price for the whole workspace, and add more users, more equipment and more features. Every new workspace includes a 14-day preview of paid features; when it ends you stay on the Free plan automatically.
Related: Downtime Cost Calculator · RunTight pricing