Service Plan Cost Calculator

Enter Plan Details

All currency values use your local currency.

Plan preset

Contract term (months)

Assets or covered units

Base monthly retainer

Per-asset monthly fee

Annual escalation (%) on monthly fees

Included labor hours per month

Expected labor hours per month

Overage labor rate (per hour)

Included callouts per month

Expected callouts per month

Overage callout fee

Parts coverage (%)

Expected parts cost per month

One-time setup fee

Discount (%)

Tax (%)

Tip: If your plan covers parts fully, set parts coverage to 100%.

Example Data Table

Scenario	Term (months)	Assets	Retainer	Per-asset	Included labor	Expected labor	Parts coverage
Small site maintenance	12	6	250	20	4	6	20%
Multi-site standard plan	24	18	450	28	8	12	30%
High-availability coverage	36	40	900	35	16	20	50%

These rows are examples only. Use your actual scope and usage.

Formula Used

The calculator separates fixed monthly fees from variable usage costs.

Monthly fee = base_monthly + (assets × per_asset_monthly)

Labor overage hours = max(0, expected_labor − included_labor)
Labor overage cost = labor_overage_hours × overage_rate

Callout overage count = max(0, expected_callouts − included_callouts)
Callout overage cost = callout_overage_count × overage_callout_fee

Parts not covered = expected_parts_cost × (1 − parts_coverage_pct/100)

Variable monthly cost = labor_overage_cost + callout_overage_cost + parts_not_covered

Escalated fixed-fee total:
For each 12‑month block k (k = 0,1,2...):
block_months = min(12, remaining_months)
block_fee = monthly_fee × (1 + annual_escalation_pct/100)^k × block_months
fee_sum = Σ block_fee

Subtotal = fee_sum + (variable_monthly_cost × term_months) + setup_fee
After discount = subtotal × (1 − discount_pct/100)
Grand total = after_discount × (1 + tax_pct/100)
      

How to Use This Calculator

Select a preset for quick starting values.
Set the term and assets you want covered.
Enter monthly usage for labor and callouts.
Adjust parts coverage to match your agreement.
Add setup, discount, and tax if applicable.
Click Calculate, then download CSV or PDF.

For seasonal work, estimate average monthly usage across the term.

Professional Notes

Define scope and response expectations

Service plans succeed when scope is unambiguous and measurable. List covered assets, operating hours, response targets, and exclusions. Use this calculator to mirror that scope by setting assets, callouts, and included labor. When values align with the contract, the estimate becomes a reliable baseline for procurement and cost control. Add site count, travel assumptions, and access constraints when comparing vendors.

Separate fixed fees from variable usage

A retainer stabilizes provider staffing and gives predictable budgeting. Variable items reflect work you actually consume, such as labor overages, emergency dispatches, and uncovered parts. Enter realistic monthly expectations based on work orders or logs. If uncertainty is high, test conservative and aggressive scenarios, then compare the average monthly results. Track variance monthly and adjust included limits before renewal.

Model escalation across longer terms

Multi-year agreements often include annual escalation to offset wages, transport, and materials. The calculator applies escalation to the monthly fee only, keeping usage-based costs flat unless you revise them. For long terms, validate that escalation clauses match contract language and that your term months reflect renewal options and notice periods. Consider aligning escalation with a published index if required by policy.

Calibrate coverage for parts and consumables

Parts coverage changes risk allocation. Higher coverage can reduce surprise invoices but may increase the retainer. Input expected parts cost from historical spend, then adjust coverage percentage to represent caps, deductibles, or supplier markups. Review the “parts not covered” figure to confirm your retained exposure is acceptable. For critical systems, add contingency funding for long-lead replacements.

Use outputs for proposals and governance

Decision-makers need clarity, not only totals. Export CSV for internal review and PDF for approvals and vendor discussions. Document assumptions beside the estimate, including labor standards, callout definitions, and tax treatment. Re-run the calculator after pilot months, then update targets and discounts to reflect performance data. Pair results with KPIs, penalty terms, and escalation triggers for governance. This improves transparency during audits and budgets.

FAQs

What inputs most affect the total cost?

The biggest drivers are asset count, the monthly retainer, and expected overage labor. Callouts and uncovered parts can also dominate if limits are low or equipment reliability is poor.

How should I estimate expected labor and callouts?

Use recent job logs or work orders for a typical month. If you have seasonal peaks, average them across the term or run two scenarios and compare monthly totals.

Why does escalation apply only to the monthly fee?

Many contracts escalate the fixed retainer annually, while usage charges depend on actual activity. If your agreement escalates overage rates or parts too, increase those inputs to match.

How do I model a parts cap or deductible?

Convert caps and deductibles into an effective coverage percentage based on your expected monthly parts spend. Then review the “parts not covered” value to confirm the exposure fits your budget.

Can I use the calculator for multi-site agreements?

Yes. Treat “assets” as total covered units across sites and reflect travel or access constraints in higher retainers or callout fees. Keep assumptions documented for consistent comparisons.

What is the best way to present results internally?

Share the PDF for approvals and attach the CSV for audit trails. Include notes about assumptions, exclusions, tax handling, and the time period used for expected usage.