Free vs paid contractor apps: what you actually pay for
Published
Short answer
A free app is enough when its limits cover your volume and you can export your data. A paid version removes limits or adds features. Compare the price model, what is limited, what happens to your documents if you stop paying, and whether you can take everything with you.
Free does not mean the same thing in every app. Some free versions are complete for a small business, some are a trial, and some limit the very things you need. Paid can mean a single purchase or a payment that repeats. This guide shows what to compare so you pay for what you use. For a broader checklist, see what to look for in an estimating and invoicing app.
What can a free version limit?
- How many customers, estimates or price list items you can have
- Which PDF layouts you can use
- Whether you can add links or a QR code to documents
- Whether you can set up repeating invoices
- Whether you can share a whole project with a crew
A limit is fine if it stays out of your way. It is a problem if it only appears after you have entered your work, or if it hides what you already created.
What are the common ways to pay?
| Price model | How you pay | Ask this |
|---|---|---|
| Free | Nothing | What is limited, and can I export everything? |
| One-time purchase | Once | Does it cover future updates, and can I restore it on a new phone? |
| Subscription | Repeating payment | What happens to my documents if I stop? |
| Per user | Per person on your team | What does it cost when I add a helper? |
Is a one-time purchase cheaper than a subscription?
It depends on how long you use the app. Example with made-up prices: a subscription of 10 a month costs 120 in a year and 360 in three years, while a one-time purchase of 80 costs 80 in both. If you expect to use the app for years, add up the whole period, not the first month.
Prices also differ by country and change over time, so read the current price in the store listing before you buy.
What does SiteReporta limit in the free version?
SiteReporta Pro is a one-time purchase with no subscription, handled by Apple through the App Store. The limits only stop you from creating new items. Nothing you have already created is hidden, locked or deleted.
| Feature | Free | Pro |
|---|---|---|
| Active clients | 2 | Unlimited |
| Estimates | 3 | Unlimited |
| Catalog items | 15 | Unlimited |
| PDF templates | Minimal | Minimal, Professional, Modern |
| Customer links in PDFs | No | Yes |
| Recurring invoice plans | No | Yes |
| Creating project packages | No | Yes |
Invoices, site reports, projects, backup and restore, PDF export and the app lock are not limited. Limits may change in future versions.
What should I check before I pay for any app?
- Export a backup or a PDF first, so you know your data can leave
- Read what the paid version adds, and whether you need it
- Find out whether a purchase can be restored on a new phone
- Check how refunds work in the store you buy from
- Keep your own copy of every invoice and estimate you send
On the last point, the app is a tool and the records are yours. How long you must keep business records depends on your country, so check your local rules.
When is it worth paying?
Pay when a limit costs you more than the price: you turn away a fourth estimate, you retype the same customer details by hand, or you want a PDF layout your customers expect. If you do not hit a limit, the free version may be all you need.
To decide whether a tool saves you time at all, read estimate app, spreadsheet or paper.
Frequently asked questions
Can a free contractor app be enough?
Yes, if its limits cover how many customers and estimates you handle and you can export your data. Count your jobs for a few months before you decide.
What happens to my documents if I do not buy SiteReporta Pro?
Nothing is locked. You can still view, edit, export and back up everything. The free version only limits creating new clients, estimates and catalog items beyond 2, 3 and 15, and creating recurring plans, customer links in PDFs and project packages.
Is SiteReporta Pro a subscription?
No. It is a one-time purchase with no subscription, handled by Apple. Pricing, taxes and refunds follow the App Store and Apple's policies.
How do I restore my purchase on a new phone?
Open Settings, then SiteReporta Pro, and tap Restore Purchases while signed in with the Apple Account used to buy it. Your documents are separate, so restore your backup file too.
Sources
Official sources for the rules and figures mentioned in this guide. Rules change and differ by place, so check the current text and your local rules.
- IRS: What kind of records should I keep
- GOV.UK: Business records if you are self-employed, how long to keep your records
General guidance, not legal, tax or accounting advice. Rules differ by country and trade.