Per-user pricing: what it means
DefinitionPer-user pricing charges a software fee based on how many people have logins. The cost grows with every hire who needs access, which is simple to understand though it can penalize a business that adds many field workers.
How it works in a service business
A solo operator pays for one seat, a crew of five pays for five, and so on. The tradeoff is who counts as a user. If only the office needs full access and field techs use a limited view, some products charge less or nothing for them. Others count everyone. A common mistake is pricing the software for today's team and forgetting seasonal help. Count owners, office staff, crew leads and part-time seasonal workers, then ask whether tiers cover a block of users and what each extra user costs. Also ask whether former employees' seats can be removed so you stop paying for them. Compare the total at your current size and at the size you expect next year.
Example
A lawn company of three adds four seasonal workers each spring. The owner checks whether seats can be removed in the fall instead of paying all year.
Where Apex touches this
In progress
Part of this is built. The rest is not. Status as of 2026-10-07; the badge shows the least-built feature involved.
- AD01Roles and permissions(Built)
- AD08No per-user fees(In progress)
Apex Flow Scheduler is in early access. See how we label status.