"How much does it cost?" is usually the first question a business owner asks about field force management software, and often the hardest to get a straight answer to. Vendors publish different units, bundle features differently and add extras. Two quotes that look similar can differ by a lot over a year.
This guide explains how pricing usually works in India, what drives the cost, which extra charges to look for and how to build a budget you can trust. It does not quote market prices for other vendors, because those change and vary by deal. It explains the structure so you can compare quotes properly.
The most common pricing models
| Model | How it works | Good for | Watch out for |
|---|---|---|---|
| Per user per month | You pay a set amount for each field user, each month | Teams that grow or shrink | Minimum user counts, and different prices for managers and field users |
| Plan with included users | A monthly plan includes a number of users, with a fee per extra user | Small and mid-size teams | The jump when you move from one plan to the next |
| Tiered plans by features | Starter, Pro and Enterprise plans unlock more features | Teams that want to start small | A key feature that sits one tier above what you need |
| Annual contract with volume discount | You commit for a year, often at a lower per-user price | Larger teams with stable headcount | Lock-in, and paying for unused seats |
| Custom or enterprise pricing | Negotiated, often including support and integrations | Large, multi-region teams | Unclear scope, and long procurement cycles |
What drives the price up or down
- Number of users. The main factor. Check whether managers and admins count as users.
- Features. Basic attendance and tracking cost less than SLAs, route optimisation, KPIs, custom forms and integrations.
- Billing period. Annual billing usually costs less per month than monthly.
- Support level. Email-only, priority support and a dedicated success manager are priced differently.
- Customisation. Custom workflows, forms and reports can add cost, or be included, depending on the vendor.
- Integrations. Connecting with ERP, accounting or HR systems may be included, a paid add-on, or a one-time project.
- Data volume and storage. Photos and long retention can matter at scale.
- Security and compliance. Single sign-on and advanced security features are often in higher plans.
Flat pricing by team size versus per-user pricing
The biggest difference between vendors is whether you pay per user or a flat price for a team size. Per-user pricing grows with every rep you add. Flat plans give you a fixed monthly figure up to a user limit.
As an example of a flat structure, FieldExecutives publishes three plans on its pricing page. Every plan includes every feature, and the only difference is the number of users. Every plan starts with a 7-day free trial. Check that page for current details.
| Plan | Price | Users | About per user at full capacity |
|---|---|---|---|
| Starter | ₹999 a month | Up to 10 | ₹100 |
| Growth | ₹2,499 a month | Up to 30 | ₹83 |
| Business | ₹4,999 a month | Up to 75 | ₹67 |
For comparison, here is what a 30-user team would pay each month at some publicly listed per-user prices, compiled in October 2026. These can change, may exclude taxes and extra fees, and entry plans may include fewer features, so verify with each vendor.
| Vendor and plan | Listed price per user per month | 30 users per month |
|---|---|---|
| Kinematic, Field Force Basic ("starts at") | ₹199 | ₹5,970 |
| Lystloc, Standard (marketplace listing) | ₹249 | ₹7,470 |
| FieldSense, paid plan billed annually | ₹250 | ₹7,500 |
| FieldSense, paid plan billed monthly | ₹300 | ₹9,000 |
| Lystloc, Enterprise | ₹449 | ₹13,470 |
| Lystloc, Suite | ₹699 | ₹20,970 |
At that size, a flat 30-user plan at ₹2,499 is lower than each of these list prices. The flat model is not cheaper at every team size, though. Just above a plan limit, for example at 11 users, a per-user price of ₹199 can come out close or lower, so work out the figure for your own headcount. Our savings calculator does it for any team size from 1 to 75 users.
Use these tables as a template for what to ask any vendor: what is included, how many users, what an extra user costs and what moves you to the next plan.
Hidden and extra costs to ask about
- Setup or onboarding fee. One-time, often for importing data and training.
- Minimum contract term or minimum users.
- Price for inactive or manager users.
- SMS, OTP or maps charges if the vendor passes them on.
- Integration fees and API limits.
- Extra storage for photos and documents.
- Training for new joiners.
- Price increases at renewal. Ask whether the rate is fixed for the term.
- Taxes. Confirm whether quotes include GST.
- Exit costs. Is data export free?
Also count your own costs: staff time for training, a project owner during rollout and phone data and device upgrades if your team needs better handsets.
How to budget for your team
- Count users. Field staff, supervisors, managers, admins. Ask the vendor which count.
- Choose features by problem. Do not buy the top plan for features you will not use this year.
- Get the annual total from each shortlisted vendor: licence, setup, support and extras.
- Add internal costs such as training time and any phone upgrades.
- Plan for growth. What will the cost be at 20 percent more users?
- Compare with the cost of the problem. Use the method in our ROI guide.
Is a free plan or free trial enough?
Free plans are useful for testing, but check limits on users, history, support and features. A free trial with full features is better for a proper pilot. Even a 7-day trial is enough to test attendance, visits and offline use if you plan the week in advance. See our buyer's checklist for how to test.
Cheap software that costs more
A cheap tool can be expensive if it:
- Needs constant network and fails in weak coverage
- Does not stop fake attendance, so you keep paying for rework and disputes
- Has poor reports, so managers keep using Excel
- Is hard to use, so the team ignores it
Price per user matters, but cost per useful, verified visit or per resolved job matters more.
Where FieldExecutives fits
FieldExecutives is field force management software with simple, published INR pricing: Starter at ₹999 for up to 10 users, Growth at ₹2,499 for up to 30 users and Business at ₹4,999 for up to 75 users. Every plan includes every feature and starts with a 7-day free trial. See the pricing page, try the savings calculator, explore the features or book a demo.
Want a clear yearly number for your team? Talk to us with your user count and the features you need.
