Software pricing can be somewhat of an enigma. Regardless of the industry, extracting exact costs for many software-as-a-service (SaaS) products is often surprisingly difficult.

Unfortunately, this is frequently the case with parks and recreation management software. Even vendors who share pricing models often omit certain details that can skew a customer’s understanding of what it would actually cost to work with that provider.

In this article, we share tips to help your team spot four deceptive pricing tactics in recreation management software—and what questions to ask when you’re evaluating a new system.

Skip ahead to the sections that interest you most:

🚩 Deceptive Pricing: 4 Red Flags to Watch Out For

😕 Red Flag #1: Total Cost Is Unclear

📈 Red Flag #2: Substantial Annual Fee Increases

🔎 Red Flag #3: Hidden Fees Galore

💸 Red Flag #4: Suspiciously Low Pricing

❓ Pricing Questions to Ask About Recreation Management Software

🚀 Pricing with Xplor Recreation

Deceptive Pricing: 4 Red Flags to Watch Out For

When it comes to evaluating parks and recreation software pricing, there are certain red flags to watch for. If you miss them, you could end up paying far more than you originally thought you would—sometimes without fully realizing why. The earlier you catch these warning signs, the better equipped you’ll be to walk away from a poor fit.

Red Flag #1: Total Cost Is Unclear

Determining what you’ll be paying for software shouldn’t feel like solving a puzzle. If you’re unable to get a clear breakdown of all the costs associated with a provider—including transaction percentages and service fees—that’s a sign to proceed with caution.

You should expect full visibility into both fixed and variable costs. For example, are there different rates for online versus in-person transactions? Is onboarding included, or charged separately?

🚀 Xplor Recreation Tip:

Look for an all-inclusive cost summary. Ask the vendor to walk you through a sample invoice, and request clarification on anything labeled as “miscellaneous” or "handling."

Red Flag #2: Substantial Annual Fee Increases

Price increases over time are normal—but unexpected hikes, especially mid-contract, are not.

Some vendors include contract language that allows them to increase rates annually by as much as 10% or more, even if your usage doesn’t change. And over a multi-year contract, those increases add up quickly—and can put serious strain on your budget.

We’ve heard from parks and recreation professionals who were caught off guard by large jumps in year two or three, despite initial promises of predictable pricing. 

🚀 Xplor Recreation Tip:

Ask if the contract includes a cap on annual increases. If not, push for a clause that limits rate adjustments or ties them to a mutually agreed-upon metric, like inflation or service expansion.

Red Flag #3: Hidden Fees Galore

Not all costs are obvious at the start—and that’s where hidden fees can creep in. Many vendors only show the base software subscription price, leaving out all the extras that make up your real monthly or annual bill.

Some examples of common hidden fees include:

❌ ACH/EFT fees, which can range from $5 to $25 per transaction
❌ Monthly service charges, ranging from $50 to $200 per month 
❌ Interchange fees, "handling" fees, surcharge fees, etc. 
❌ Card Present and Card Not Present fees 
❌ Credit card rates 
❌ Automatic annual subscription fee increases 
❌ Fees for support, training, or onboarding 
❌ Additional charges for key modules like facility booking, point-of-sale, or reporting 

These fees can add up quickly—some costing your agency as much as 3.2% per transaction. That might not sound alarming until you multiply it by every registration or payment made in your system over the course of a year. 

🚀 Xplor Recreation Tip:

Don’t rely on the base software cost alone when evaluating a platform's pricing. Ask for a full cost table that includes all potential transaction fees, add-ons, and service tiers. 

Red Flag #4: Suspiciously Low Pricing

When a vendor’s pricing appears too good to be true, it usually is.

Sometimes, lower pricing is the result of stripped-down functionality or costly limitations. For example, a vendor may offer a low upfront rate—but only include the bare minimum in terms of modules, support, or customization. Everything else? That comes at a premium.

Other times, “cheaper” software is a strategy to quickly acquire customers before applying increases after year one—or charging for features that are standard elsewhere. 

🚀 Xplor Recreation Tip:

If a price point is significantly lower than competitors, ask what’s not included. Find out if there are tiered limitations like capped user numbers, restricted reporting, or minimal customer support that could affect your operations.

Pricing Questions to Ask About Recreation Management Software

Once you’ve identified the potential red flags, it’s time to dig deeper with questions that bring clarity. These will help you uncover any hidden charges or vague terms before signing a contract.

💵 All-Inclusive Cost

What is the all-inclusive, annual cost of using your service, including transaction fees and payment processing fees?

This question helps ensure that you’re not only getting the software price, but also the ongoing operational costs of using the platform.

📈 Price Increases

How are price increases handled over time, and are they outlined in the contract?  

Some vendors raise rates annually or apply increases after year one. Knowing exactly when and how much prices could go up helps you plan long-term and avoid unwelcome surprises.

💸 Hidden Fees

What's included in this price? Are there additional costs for payment processing, online registration, or customer support?  

You may find that what’s advertised as a full package is actually a starter tier. Be sure to ask if you’ll need to purchase add-ons later to get the functionality you need.

🔎 Missing Services

Are there any software functionalities or services that are not reflected in the cost you’ve provided?  

Many agencies assume services such as onboarding are part of the deal, only to be surprised by a separate invoice during implementation. Asking this question early ensures no important service is left out of your scope. 

Pricing with Xplor Recreation

At Xplor Recreation, we take pride in being upfront and clear about what you’ll pay. Regardless of your agency's software needs, we make it easy to understand the full picture when it comes to pricing.

Xplor Recreation’s Pricing Promise

📊 A transparent breakdown of all our fees, including payment processing
📄 A clear summary of what you’ll pay throughout the term of your contract—no surprises in the fine print
✅ Predictable pricing without large annual increases, unless your needs change significantly

We believe that software should support your community and your staff—not strain your agency's budget. That’s why our team works directly with yours to ensure pricing is fully explained before any agreements are made. 

Learn More About Xplor Recreation 

Discover how Xplor Recreation’s software can help support your agency—and exactly what it will cost. Schedule a demo today to explore the features and benefits of our solution.