Tradify Pricing for a 5-Person HVAC Shop

Tradify is priced per user per month. Tradify’s pricing page lists Lite at $47 USD per user/month, Pro at $51 and Plus at $61. A five-person HVAC shop licensing everybody pays $235, $255 or $305 a month, which is $2,820, $3,060 or $3,660 a year. The only lever that moves that number much is how many people actually need a licence.

Key points

• Tradify publishes three per-user rates: Lite $47, Pro $51, Plus $61 USD per user/month.
• Five licences on Pro cost $255 a month and $3,060 a year; dropping to Lite saves $240 a year across five users.
• Cutting from five licences to three on Pro saves $102 a month and $1,224 a year, roughly four times the saving from downgrading the plan.
• SmartTools is stated as available on the Plus plan only, which is the $61 tier.
• The free trial is stated as 14 days and includes all the features; no permanent free plan is published.

What does Tradify cost per month at 1, 3, 5 and 8 users?

Straight multiplication of the published per-user rates. No discount is published for volume or annual payment, so these are linear.

Users	Lite ($47/user)	Pro ($51/user)	Plus ($61/user)
1	$47	$51	$61
2	$94	$102	$122
3	$141	$153	$183
4	$188	$204	$244
5	$235	$255	$305
6	$282	$306	$366
7	$329	$357	$427
8	$376	$408	$488
10	$470	$510	$610
12	$564	$612	$732

The working for the five-user row: 5 × $47 = $235, 5 × $51 = $255, 5 × $61 = $305.

Annualised, multiply by 12:

Users	Lite / year	Pro / year	Plus / year
1	$564	$612	$732
3	$1,692	$1,836	$2,196
5	$2,820	$3,060	$3,660
8	$4,512	$4,896	$5,856
12	$6,768	$7,344	$8,784

Filling in the rows the table above skips, so every headcount from one to twelve has an annual figure. Each row is the monthly cost from the first table multiplied by 12.

Users	Lite / year	Pro / year	Plus / year	Plus − Lite / year
2	$1,128	$1,224	$1,464	$336
4	$2,256	$2,448	$2,928	$672
6	$3,384	$3,672	$4,392	$1,008
7	$3,948	$4,284	$5,124	$1,176
9	$5,076	$5,508	$6,588	$1,512
10	$5,640	$6,120	$7,320	$1,680
11	$6,204	$6,732	$8,052	$1,848

Working for the seven-user row: 7 × $47 × 12 = $3,948, 7 × $51 × 12 = $4,284, 7 × $61 × 12 = $5,124, and $5,124 − $3,948 = $1,176. The last column grows by exactly $168 per extra user, because $14 × 12 = $168.

Which costs more, adding a user or upgrading the plan?

Adding a user, in almost every case. This is the comparison a five-person shop gets wrong most often, because plan choice feels like the big decision and headcount feels fixed.

Two axes here: licence count down the side, plan across the top. Each cell is the monthly cost, and the two right-hand columns show what each move costs you.

Licences	Lite	Pro	Plus	Cost of Lite → Pro	Cost of one more Pro licence
2	$94	$102	$122	+$8	+$51
3	$141	$153	$183	+$12	+$51
4	$188	$204	$244	+$16	+$51
5	$235	$255	$305	+$20	+$51
6	$282	$306	$366	+$24	+$51
8	$376	$408	$488	+$32	+$51

At five users, upgrading the whole shop from Lite to Pro costs $20 a month. Adding one extra person on Pro costs $51 a month. The upgrade is cheaper than the extra head until you reach thirteen users, where 13 × $4 = $52 finally exceeds $51.

Same comparison for the bigger jump, Lite to Plus, a $14 per-user gap:

Licences	Lite → Plus per month	Lite → Plus per year	Equivalent in extra Lite licences
3	$42	$504	0.89
5	$70	$840	1.49
8	$112	$1,344	2.38

Working for the five-user row: (61 − 47) × 5 = $70 a month, × 12 = $840 a year, and $70 ÷ $47 = 1.49 Lite licences. So at five users, putting the whole shop on Plus for SmartTools costs about the same as hiring one and a half more people onto Lite.

Every combination of plan and seat count, side by side

The two decisions interact, so here they are on one grid. Rows are how many of your five people get licensed; columns are the plan. Every cell is the annual bill.

Licensed seats	Lite / year	Pro / year	Plus / year	Cheapest to dearest spread
1 of 5	$564	$612	$732	$168
2 of 5	$1,128	$1,224	$1,464	$336
3 of 5	$1,692	$1,836	$2,196	$504
4 of 5	$2,256	$2,448	$2,928	$672
5 of 5	$2,820	$3,060	$3,660	$840

Read it diagonally and the point lands. Three seats on Plus ($2,196) costs less than five seats on Lite ($2,820), a difference of $624 a year in favour of the dearer plan. Four seats on Pro ($2,448) also beats five on Lite. In other words, seat count outranks plan tier so consistently that the dearest plan on fewer seats is often the cheaper bill.

The step size between adjacent rows is fixed per plan: $564 a year on Lite, $612 on Pro, $732 on Plus. The step between adjacent columns depends on seat count: $48 a year per seat for Lite→Pro, $120 for Pro→Plus, $168 for Lite→Plus.

What would you have to save for Tradify to pay for itself?

Reverse the calculation. Take the annual cost and work out what has to change in the business to cover it. The inputs below are yours to set, not Tradify’s, so the table sweeps a realistic range of billable rates rather than assuming one.

Hours you would need to recover per year to cover a five-user subscription:

Your billable rate	Lite $2,820	Pro $3,060	Plus $3,660
$75/hr	37.6 hrs	40.8 hrs	48.8 hrs
$100/hr	28.2 hrs	30.6 hrs	36.6 hrs
$125/hr	22.6 hrs	24.5 hrs	29.3 hrs
$150/hr	18.8 hrs	20.4 hrs	24.4 hrs
$175/hr	16.1 hrs	17.5 hrs	20.9 hrs
$200/hr	14.1 hrs	15.3 hrs	18.3 hrs

Working: $3,060 ÷ $125 = 24.5 hours. Across five people that is 4.9 hours each per year, or about 25 minutes a month each.

The same figures as unbilled admin recovered per person per week, assuming 48 working weeks and the cost split five ways:

Plan	Annual cost	Per user/year	Hours/user/year at $125	Minutes/user/week
Lite	$2,820	$564	4.51	5.6
Pro	$3,060	$612	4.90	6.1
Plus	$3,660	$732	5.86	7.3

Working for Pro: $612 ÷ $125 = 4.90 hours, × 60 = 294 minutes, ÷ 48 weeks = 6.1 minutes a week.

That is the honest framing. The break-even is small in absolute terms. It does not follow that the software will deliver it, only that the bar is low.

The same break-even at other headcounts

Break-even hours scale with the bill, so a bigger shop needs to recover proportionally more in total but the same amount per person. Pro at $51 per user/month is $612 per user per year regardless of how many seats you buy, so the per-person bar never moves.

Users on Pro	Annual cost	Hours to recover at $100/hr	Hours at $150/hr	Hours per person at $150/hr
3	$1,836	18.4	12.2	4.1
5	$3,060	30.6	20.4	4.1
8	$4,896	49.0	32.6	4.1
10	$6,120	61.2	40.8	4.1

Working for the eight-user row: $4,896 ÷ $150 = 32.6 hours, ÷ 8 people = 4.1 hours each. The last column is constant at $612 ÷ $150 = 4.08 hours, which is the useful way to think about it: the question is never “can the shop recover 33 hours” but “can each person recover four hours across a year”.

What assumptions are behind these numbers?

State them, because two of them change the answer more than the plan choice does.

1. All prices are the USD per user/month figures published on the Tradify pricing page on 2026-09-06.
2. Every person counted needs a paid licence. Not verified. If field staff can be added at no charge or a lower rate, the five-user column is wrong and too high.
3. No annual-payment discount. None is published. If one exists it is not on the page.
4. No sales tax, card processing fee or currency conversion is included. Tradify’s listed entity address is in Wilmington, Delaware, so US buyers should expect their own state’s treatment of software subscriptions to apply on top.
5. The $12 per month figure appearing repeatedly on the pricing page is treated as an add-on price, not a plan price. The page does not label what it attaches to clearly enough to build a table on it, so it is excluded from every total above.

When are these estimates wrong?

Concretely, five cases.

Your apprentices do not need licences. This is the single largest swing. Three licences instead of five on Pro is $153 instead of $255, saving $1,224 a year. That dwarfs every plan-tier decision on this page.

You pay in a currency other than USD. Every rate is quoted “USD”. A card issuer’s conversion spread of 2 to 3 per cent on a $3,060 annual Pro bill is $61 to $92 a year, which is more than the entire Lite-to-Pro upgrade at five users ($240 a year) is worth arguing about at one user.

Sales tax applies. Not in any figure here. At a 7 per cent rate, five Pro licences go from $255 to $272.85 a month, and from $3,060 to $3,274 a year.

You add the $12 per month item. If that add-on is per user rather than per account, five users is $60 a month and $720 a year, which is more than the entire Lite-to-Plus gap at five users. If it is per account it is $144 a year. The page does not resolve this. Ask.

You grow mid-year. These tables are static headcount. A shop going from five to eight users on Pro in July pays roughly $255 × 6 + $408 × 6 = $3,978 for the year, not $3,060 and not $4,896.

You shrink mid-year instead. The same arithmetic runs backwards. Five users on Pro for four months then three users for eight months is $255 × 4 + $153 × 8 = $1,020 + $1,224 = $2,244, against $3,060 for a full year at five. That is a $816 difference, and it only lands if you actually remove the seats when the people leave rather than at renewal.

One person leaves and you keep paying. A single unused Pro seat left running for a full year is $612. Two of them is $1,224, which is the same number as the apprentice case above. The bill does not tell you who logged in, so nothing in the pricing catches this for you.

You seasonally staff up for summer. An HVAC shop running five seats for nine months and eight for the three busiest is $255 × 9 + $408 × 3 = $2,295 + $1,224 = $3,519 on Pro. Budgeting from the flat five-user figure of $3,060 leaves you $459 short, and budgeting from the eight-user figure of $4,896 overstates it by $1,377.

Two things people get wrong about per-user pricing

Misconception 1: the cheap plan is the way to save money. At five users, choosing Lite over Pro saves $240 a year. Removing two unnecessary licences from Pro saves $1,224 a year. The licence count is worth roughly five times the plan choice. People spend an hour comparing feature lists and ten seconds deciding how many seats to buy, which is backwards.

Misconception 2: the $47 to $61 spread means Plus is 30 per cent more expensive. As a percentage of the software line, yes: $61 ÷ $47 = 1.30. As a percentage of what an HVAC shop spends, the gap at five users is $70 a month. Against one technician’s payroll, that is a rounding error. The correct question is not whether Plus is 30 per cent dearer than Lite but whether SmartTools, which the page states is Plus-only, is worth $840 a year to you. The percentage framing makes a $70 decision feel like a big one.

Misconception 3: “it’s only $47” is the number that matters. $47 is a per-user figure, and a five-person shop is not buying one of anything. The number that hits the bank account is $235 a month and $2,820 a year on the cheapest plan. Anchoring on $47 understates the real commitment by a factor of five, and by a factor of eight if you grow to eight users, where Lite is $376 a month and $4,512 a year. Multiply before you decide, not after the first invoice.

Misconception 4: the trial tells you which plan to pick. The trial is stated as 14 days with all features included, which means everyone is on the equivalent of Plus. That reveals nothing about whether the $10 per user/month step from Pro to Plus is worth $600 a year at five users, because you never experience Pro’s limits. What the trial does measure well is seat count, the $1,224-a-year question, since you can simply count who logged in without being asked to.

What could not be verified?

Being plain about the gaps, because the pricing page has several.

• Feature differences between plans. The page lists the same three items under Lite, Pro and Plus: job management with notes and tracking, scheduling with Google Calendar sync, and pricing and markups. The only stated exclusive is SmartTools on Plus. What else you gain for the extra $4 and $10 per user is not published in a form that can be quoted.
• What the $12 per month buys. The figure appears several times on the page without a label attached to it that survives scraping. It is excluded from all totals here.
• Whether there is an annual discount. No annual rate is published.
• User minimums or maximums. None published, so the tables above extrapolate linearly. If a minimum seat count exists, the one and two-user rows are wrong.
• Add-on costs for the accounting integrations. The page names QuickBooks, Xero and Stripe as accounting add-ons but attaches no price to them. Stripe in particular will carry its own processing fee, set by Stripe rather than by Tradify, which is not on this page and is not estimated here.
• Payment processing fees on invoices. Tradify lists online payments as a feature. No rate for it is published on the pricing page. Since a five-person HVAC shop billing $40,000 a month would pay $1,160 a month at a hypothetical 2.9 per cent, this unpublished number is potentially larger than the entire software subscription. Do not budget without it.

Sizing the unverified items against the verified ones

Since the two largest unknowns are the $12 add-on and payment processing, it is worth putting them next to the subscription so you know which questions are worth chasing. Every figure below is either the published per-user rate or an explicitly hypothetical rate, labelled as such.

Line item	Basis	At five users, per year
Pro subscription	5 × $51 × 12, published	$3,060
Lite → Pro upgrade	5 × $4 × 12, published	$240
Pro → Plus upgrade	5 × $10 × 12, published	$600
Two surplus seats on Pro	2 × $51 × 12, published	$1,224
$12 add-on, if per account	$12 × 12, published figure, unclear scope	$144
$12 add-on, if per user	5 × $12 × 12, published figure, unclear scope	$720
Card processing at a hypothetical 2.9% on $40,000/month	0.029 × $40,000 × 12, not published	$13,920

The last row is the one that should change your reading of the whole page. If a processing rate anywhere near that hypothetical applies to card-paid invoices, it is over four times the entire Pro subscription, and no amount of choosing between $47 and $61 touches it. Tradify does not publish the rate, so the number above is illustrative arithmetic on your own billing volume rather than a quoted price.

This site does not use Tradify. Everything above is a record of what the vendor publishes, plus arithmetic on those published figures.

What to check before you buy

Six questions, in order of how much money they move.

1. How many people genuinely need a licence? Worth up to $1,224 a year at five users. Ask Tradify directly whether a field technician who only views jobs and logs time needs a full paid seat.
2. What is the payment processing rate? Potentially larger than the subscription. Get it in writing before comparing plans.
3. Is the $12 per month add-on per user or per account? The difference at five users is $576 a year.
4. Is there an annual-payment discount? Not published. Ask; the answer costs nothing.
5. Does SmartTools solve a problem you actually have? It is the one confirmed Plus-only item, and Plus costs $840 a year more than Lite at five users.
6. What is your sales tax treatment? Add it to every figure on this page before you compare Tradify against anything else.
7. Can you remove a seat mid-term, and does the bill drop that month? Worth $612 a year per seat on Pro. If seats only release at renewal, a mid-year departure costs you the remainder of the term rather than nothing.
8. Does the price hold at renewal? Nothing on the page commits to it. A 10 per cent rise on five Pro seats is $306 a year, more than the entire Lite-to-Pro decision.

Use the 14-day free trial to answer question one, not question five. Feature lists can be read in an afternoon. How many of your five people log in unprompted during a fortnight is the number that decides the bill.

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