Comparing software on the headline price is a trap, because two plans at the same number can include wildly different things. One bundles users, cases, e-signatures, onboarding, and support. Another charges for each of those separately, so the real bill is double. The useful question is not the price but the inclusions.
What should be included
- Unlimited staff users, so a new hire does not raise the bill.
- Unlimited cases, so a busy month is not penalized.
- Unlimited e-signatures, with no per-signature fee.
- Guided onboarding and migration support.
- Data export on demand.
What is reasonable to bill separately
Payment processing fees are charged by the card and ACH provider, not the software vendor, and they apply wherever you take payments. It is fair for those to sit outside the subscription, as long as the vendor does not add a markup on top. Almost nothing else should be a surprise line item.
The hidden costs to watch
| Charge | Why it adds up |
|---|---|
| Per-signature fees | Scale with your busiest, highest-volume months |
| Per-seat pricing | Penalizes adding staff |
| Per-case pricing | Penalizes a busy season |
| Setup or implementation fees | A large one-time cost before value |
| Paid data export | A toll to leave with your own data |
What to ask software vendors
- What is the all-in monthly cost for a firm my size?
- Are users, cases, and e-signatures unlimited?
- Is onboarding and migration included?
- What is billed separately, and is there any markup on processing fees?
- Is there any cost to export my data?
How FuneralHQ handles this
FuneralHQ bills per company, with unlimited users, cases, and e-signatures, plus included onboarding and migration support, on every plan. Processing fees are standard from the provider with no markup, and data export is free. See the full breakdown on the pricing page.
Related resources
Read funeral home software red flags and payment processing fees: what to ask vendors.