Number of Seats/Users: On Key offers discounts based on the number of users or seats. A higher volume typically leads to a better discount structure, especially for enterprise-level usage.

Commitment to a Long-Term Contract: Discounts are often provided to companies that commit to using the service for a longer period (e.g., 1-year or 3-year contracts). A longer commitment shows On Key that the company is serious and willing to invest in the platform long-term.

No Active Discounts: Companies that are not already receiving other active discounts may have a better chance of qualifying for additional discounts from On Key. On Key reserves discounts for new customers or those not currently under promotional pricing.

Volume or Usage Commitment: On Key offers discounts if you agree to a minimum amount of usage or transaction volume. This could be based on data storage, transactions, or other metrics tied to how much you will use the platform.

Enterprise-Level Negotiation: Companies that qualify as “enterprise” due to their size or complexity (e.g., having large teams, multiple departments, or geographical presence) may be eligible for additional discounts from On Key. Such companies are often in a position to negotiate for better pricing.

Early Renewal or Prepayment: On Key often offers discounts if you renew early or prepay for the entire contract period. This is a common approach to securing a lower price.

Here at Spendbase our internal data shows that On Key lands very well with Spendbase clients who need serious asset and maintenance control, but there are a few cost and implementation points worth watching.

Overall sentiment
– Average satisfaction: extremely high (close to 5/5).
– Fit: best for organizations with structured maintenance teams and a clear asset hierarchy.

What Spendbase clients like most
Our clients consistently highlight that On Key helps them run maintenance and asset operations more efficiently, which usually translates into lower unplanned downtime and better use of parts and labor:

• Easy-to-use core functions:
• Asset tree and asset type tree
• Preventive maintenance (PM) tasks
• Work order management
• Planning and scheduling

• Maintenance history analysis

• Strong operational visibility:

• Real-time maintenance data
• Detailed reports and dashboards for management

• Full asset lifecycle coverage (from acquisition to disposal)

• Business process coverage:

• Spare parts inventory management
• Purchasing and cost control
• Service scheduling

• Payment process handling

• Configurability:

• Highly configurable to match different industries and site setups
• Clients keep expanding use cases over time, which suggests good long‑term value.

Main friction points (and cost angles)
Our internal data also shows recurring comments around:

• Integration effort
• Connecting On Key with existing ERPs or finance tools can take longer than expected.
• This often drives extra implementation and consulting costs.

• Tip from a discount perspective: negotiate fixed‑price integration bundles or caps on integration hours.

• Guided implementation requirement

• A guided rollout by the vendor or partner is often seen as mandatory.
• Good for quality, but it can inflate upfront project spend.

• Push for implementation discounts or phased deployment pricing.

• Gaps in finance workflows

• The credit note process is called out as an area to improve.
• If your finance team needs advanced credit handling, factor in either custom work or process workarounds.

Spendbase takeaway
On Key is strong on functionality and daily usability, which justifies the investment for many of our clients. The best savings opportunities typically sit in:

• Implementation and integration services
• Training and configuration packages
• Support and upgrade terms over multi‑year contracts

That’s where we usually focus negotiations to keep total cost of ownership in check while still getting full value from the platform.