How Much Does MRO Software Cost? Why Nobody Publishes a Number, and What Actually Drives Yours
Ask a vendor how much does MRO software cost and you will usually get the same answer: "let's set up a call." That is frustrating when you just want a number, but there is a reason for it, and understanding the reason is the fastest way to avoid overpaying. The honest answer is that the price depends almost entirely on the pricing model, and the model tells you who the software was really built for.
MRO pricing comes in three models, and each one costs you differently
1. Per seat
You pay for every user who logs in. Sounds fair until you do the math on a real shop: six technicians, two inspectors, a parts person, and the front office is ten seats. At typical enterprise rates that adds up fast, and it gets worse every time you hire. Per-seat pricing quietly punishes growth, and it pushes shops into the worst habit in the industry: sharing logins, which destroys the signature attribution your records depend on.
2. Per module
The base price looks reasonable, then quality is a module, inventory is a module, billing is a module, and reporting is a module. Each one is a separate line item with its own renewal. By the time the system does what the demo showed, the invoice looks nothing like the quote. Our guide to MRO software for small repair stations covers this trap in more detail.
3. Flat or shop-based
One price for the operation, scoped to what the shop actually runs. This is the model that tends to fit a small Part 145 shop best, because the vendor has to understand your operation before quoting it, and you are not penalized for adding a technician or opening a module you turn out to need.
The costs that never appear on the pricing page
- Implementation. Enterprise systems commonly attach a five-figure services contract just to get running. Ask whether setup is included or billed by the consultant hour.
- Data migration. Getting your customers, aircraft, and open work orders into the system. Ask who does the work and what it costs.
- Training. Some vendors charge per session. If your techs need a paid class to write a work order, the software is fighting you.
- Support tiers. "Support included" sometimes means email only, with phone support sold separately.
- The exit. Ask what a full data export looks like before you sign. The price of leaving is part of the price of joining.
What actually drives your number
For a small shop the honest inputs are simple: how many people touch the system, which functions you run in it (work orders and signatures only, or parts, purchasing, time clock, and QuickBooks sync too), and how much history needs to come over. A quote built from anything else is a quote built for a different shop.
How we price Orion
Orion uses the shop-based model. Every build starts from the compliance core (work orders with discrepancy tracking, FAA AC 120-78B e-signatures, one-button RTS packages, customers and aircraft), and you add only the modules your shop runs. And unlike nearly everyone in this space, Orion publishes its pricing: the base rate per location runs from $995 to $3,995 per month by headcount with the compliance core included, add-on modules are $95 per month each, additional locations are half price, and users are unlimited. The Build Your Own Orion tool shows your exact number, training and data packages included, before you ever talk to sales. No per-seat math, no module surprise on renewal.
For independent A&Ps who do not need a full shop system, Joker Solo publishes its pricing outright: a free tier with 1 customer, 1 aircraft, and 5 work orders per month, Starter at $19.99 per month, and Pro at $63 per month.
If you want a real number instead of a range, schedule a call, tell us your headcount and the modules you would run, and we will quote your shop, not a hypothetical one.