The Hidden Fees Some IWMS Software Companies Sneak In

by Kenton Gray on March 7, 2019

There are those fun surprises—like discovering your significant other bought tickets to see your favorite team on Opening Day.

And then there are surprises that aren’t fun for anyone. Like discovering your workplace management software comes with hidden fees.

The landscape for integrated workplace management system (IWMS) software companies is getting crowded, and some, eager to stand out, try to entice new users with a price that seems too good to be true. It’s only after you’ve signed that those hidden fees mysteriously appear.

Here are a few of the most common fees to avoid.

4 Hidden Fees IWMS Software Companies Charge

1. Customer Support Fees

You’d be hard-pressed to find an IWMS software company that doesn’t at least offer a self-service customer support portal to all customers. But some IWMS software companies limit the ways customers can communicate with support representatives and only grant access to live support for an additional fee.

At iOFFICE, we make it easy for customers to find what they need.

They can see step-by-step tutorials for using our software through our Knowledge Center, use our AI-assisted Humbot to get quick answers in real time, or connect with someone directly by calling our support line. And they’ll get their questions answered by a person—not an automated recording.

2. Fees For Additional Users

No IWMS customer wants to pay for user accounts they don’t need. The problem is that if their growth forecasts were a bit too conservative, they may end up needing more user accounts sooner than anticipated. And in cases where user permissions are strict, sharing accounts isn’t an option.

That’s why extra costs for adding more user accounts (particularly administrator accounts) is one of the most common hidden fees some IWMS software companies charge.

Most software providers have a tiered system for choosing the number of user accounts. So when an IWMS customer signs a contract with a provider who charges extra for adding users later, they have to be very confident they’ve chosen the correct tier.

But with iOFFICE, you can expand without worry. iOFFICE customers can add unlimited users at any permission level, at any time—at no additional cost.

3. Upgrades and Feature Updates

The primary advantage of an on-premise IWMS is that, since the IWMS is managed and maintained in-house, you have completely control over the system. And a hosted IWMS means your company owns the software license indefinitely.

But where both on-premise and hosted IWMS solutions fall far short of the mark is in terms of ongoing maintenance and upgrades. Providers of on-premise and hosted IWMS software cannot automatically schedule and deploy updates and upgrades. That means if you want the latest version of the platform, you have to (you guessed it) pay an additional fee. If you don’t, you’ll be forced to use an outdated version missing key new features and important fixes.

True software as a service (SaaS) IWMS software companies like iOFFICE automatically deploy updates and upgrades. Those upgrades are included in the service as part of the monthly subscription price, so you’ll never be surprised by extra charges for them.

4. Early Cancellation Fees

If for some reason you decide your IWMS software isn’t meeting your needs, you want to move on as painlessly as possible.

Yet some IWMS software companies insist on making it difficult—even costly—to end the relationship.

Early cancellation fees are for companies that have a hard time keeping customers. And that’s just never been an issue for us!

The Value of Transparency

No one wants to be stuck with buyer’s remorse, especially when it’s an investment that impacts your entire organization. That’s why it’s important to do your homework when researching IWMS software companies.

Look for one that clearly spells out its terms and conditions, including any additional fees.

You also want the company you choose to be transparent about other factors, including:

  • How well it integrates with your existing software
  • How easy it is to use
  • What’s involved in implementation
  • How easy it is to upgrade your plan as your needs change

Our company is fully invested in the success of our customers. We want the relationship to work as much as you do, which is why we don’t use bait-and-switch tactics when it comes to pricing or anything else.

You can learn a lot about us from our website, but the best way to understand how we work is to experience our software for yourself. Ready to learn more? Schedule a free demo today.


Kenton Gray

Kenton joined iOFFICE in 2002 as the company’s Chief Technology Officer and now manages a team of ten developers and programmers. When we develop a new module or do a major upgrade, Kenton is the one who envisions the project and designs it from scratch.

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