RTO software is priced four ways: a flat monthly fee, a fee per enrolment, a fee per user, or a quote you have to ask for. The sticker price is rarely the whole bill. Add setup, migration, support hours, online payment fees and the cost of getting your data out, then divide by the students you actually enrol in a year.
The four ways RTO software is priced
Flat monthly fee. One price for a set number of students a year. It rewards growth, because more students don't mean a bigger bill.
Per enrolment. You pay for every student you enrol. It looks cheap when you're small, and gets expensive fast for short-course RTOs with thousands of learners.
Per user. You pay for every staff member or trainer who logs in. It hurts RTOs with lots of casual trainers.
By quote. No price on the website. You find out on a sales call, after you've already spent the time.
Work out the real cost
The monthly price is only the start. Add up:
- The licence itself
- Setup and implementation
- Moving your data from your old system
- Training hours for your team
- Support, and whether it costs extra
- Fees on online card payments
- Add-on modules you'll need
- What it costs to export your data if you ever leave
Then divide the yearly total by the number of students you enrol. That's your real cost per student.
Per-enrolment maths
Say you run first aid and short courses for 5,000 learners a year. Even a small fee per enrolment, multiplied by 5,000, becomes a big number. And it grows every time your marketing works. Compare that with a flat plan that already includes 5,000 or more students a year.
Look for a published price
A vendor that publishes its prices lets you budget before you book a demo. If you have to ask, ask for every line item in writing.
Check the contract
- How long is the term?
- How much notice do you need to give?
- Is the yearly price increase capped?
- Are there exit fees?
- Is there a discount for paying yearly?
What RTO Grow costs
We publish our prices. RTO Grow is a flat monthly plan with no per-enrolment fee:
| Plan | Monthly | Students a year |
|---|---|---|
| Lite | $99 | 50 |
| Launch | $599 | 500 |
| Grow | $1,200 | 2,000 |
| Scale | $2,500 | 6,000 |
| Enterprise | from $5,000 | 20,000 |
Prices exclude GST.
Pay yearly and you get twelve months for the price of ten. Staff seats, storage, per-enrolment fees, fixing faults and exporting your data are never charged. Onboarding hours are included from Launch up, and a done-for-you migration is $2,000. Plans run for 12 months with 30 days notice, price reviews capped at 5% a year, and no exit fees. See full pricing.
Questions to ask every vendor
- Is there a fee per enrolment or per user?
- What's included, and what's an add-on?
- What does setup and migration cost?
- Is support included, and how fast do you reply?
- What fee applies to online card payments?
- What does it cost to export my data?
- What are the term, notice period and price increase cap?
Try it free
Start a free trial on Lite, or book a demo and we'll match a plan to your RTO.
Frequently asked questions
How much does RTO software cost?▾
It depends on the pricing model and your student numbers. Add the licence, setup, migration, support and payment fees, then divide by the students you enrol each year to compare properly.
Is per-enrolment pricing bad?▾
It suits very small RTOs, but it gets expensive as you grow, especially for high-volume short courses. A flat plan keeps your cost steady as you enrol more students.
What hidden costs should I look for?▾
Setup, data migration, training hours, support plans, online payment fees, add-on modules and data export fees.
How much does RTO Grow cost?▾
Plans start at $99 a month for Lite, with a flat monthly price and no per-enrolment fee on any plan. See pricing.
Does RTO Grow charge to export our data?▾
No. Exporting your data is never charged.