Choosing a booking system can feel overwhelming. On the surface, many platforms appear affordable – some even claim to be free. But once you dig deeper, the real cost often includes far more than the headline price. Payment processing charges, hidden admin fees, and upgrade costs can all eat into your profits.
The good news is that with the right knowledge, you can avoid those surprises and pick a system that’s truly affordable and sustainable. This guide explains the main types of booking system costs and how to spot the hidden ones, plus a look at how Book That In keeps pricing simple, transparent, and fair.
1. Upfront subscription costs
Many booking systems charge a flat monthly or annual subscription fee. This usually covers access to the core software, but prices can vary widely depending on features.
- High-subscription systems – Some charge premium fees for access to advanced tools, which can quickly add up for small businesses.
- Freemium models – Others appear free but limit key features, pushing you to upgrade for essentials like automated emails or online payments.
Book That In takes a different approach. It’s an online booking system that gives you all the functionality that larger, bespoke systems offer – often more – but at Small Business Prices. There’s no monthly subscription, no minimum contract, and no tie-ins. You simply pay a small per-booking fee, so you only pay when you use it.
2. Payment processing fees
Every booking system that handles online payments uses a third-party payment processor, such as Stripe or PayPal. These providers charge a small fee per transaction, usually a percentage of the payment plus a flat amount.
- Typical range: Between 1.4% and 3% per transaction, plus a small fixed fee.
- Hidden mark-ups: Some booking platforms add extra margins on top of the processor’s rate without clearly stating it.
With Book That In, payments are securely handled by Stripe. Stripe charges 1.5% + 20p per booking, or 1.2% + 20p if your customers pay using Link, an option offered through Book That In. There are no hidden mark-ups or surprise add-ons.
3. Commission-based systems
Some booking platforms avoid subscription fees but take a commission on each booking instead. At first, this might look attractive – especially for smaller providers. But as your business grows, these fees can quickly become one of your largest costs.
- Low upfront, high long-term cost: Paying per booking often works out more expensive once your classes fill up.
- Unpredictable expenses: Because your costs depend on the number of bookings, budgeting becomes harder.
Book That In avoids this trap. There are no commission-based charges. Instead, you pay a small fixed percentage per booking, keeping your pricing predictable as you grow.
4. Add-on features and upgrades
A common frustration for small business owners is finding out that essential features aren’t included in the advertised price. Many systems charge extra for tools that most class providers rely on daily, such as:
- Automated emails and reminders
- Reporting and analytics
- Payment or invoicing tools
- Membership and subscription management
These add-ons can inflate your costs significantly. Book That In includes these essentials as standard, so you can manage bookings, payments, and customer communication without surprise upgrade fees.
5. Hidden admin and support costs
Sometimes, the biggest costs aren’t the ones you see on your invoice. Poorly designed systems can lead to hours of lost admin time – a hidden expense that drains your energy and profits.
- Extra admin time: Complicated interfaces or manual workarounds waste valuable hours each week.
- Limited support: Some platforms charge for technical help or offer minimal assistance.
Book That In is designed to be simple, intuitive, and backed by responsive support. It saves you time by reducing manual admin and includes assistance at no extra charge, helping you feel confident in using your system.
6. Comparing Book That In pricing
When comparing options, it helps to look at the total cost rather than just the subscription fee. Book That In’s pricing model is simple:
- Book That In fee: 1.5% per booking (no subscription, no tie-ins)
- Payment processing via Stripe: 1.5% + 20p per booking (or 1.2% + 20p using Link)
- Total cost: Approximately 3% + 20p per booking
For most class providers, this total cost is significantly lower than what they’d pay with subscription or commission-based systems. Larger organisations can also request fixed-rate options if the 1.5% fee becomes unreasonable.
To see how this compares in practice, read real feedback from other providers on the Book That In reviews page.
Final thoughts
The real cost of a booking system goes beyond the subscription fee. Payment charges, upgrade costs, and hidden commissions can all eat into your budget if you’re not careful. The best systems make pricing clear and include all the tools you need upfront.
Book That In offers transparent, affordable pricing built for small businesses. You only pay when you use it, with no hidden extras, complicated upgrades, or long-term contracts. It’s a system designed to help you grow – not one that grows at your expense.
If you’d like to see how it works, book a free demo and discover a simpler, fairer way to manage your class bookings.