Why Hire an Elevator Consultant? A Complete Guide
Author: Bobby Kemple | Senior Vice President, Existing Installations
Read this blog to learn:
- Why independent guidance helps you evaluate elevator costs, recommendations, and priorities with confidence.
- How a consultant improves elevator reliability, maintenance oversight, and code compliance.
- How market knowledge, contract review, and competitive bidding can reduce elevator-related costs.
- Real-world examples of how an elevator consultant helped clients save money.
Elevators are among the most heavily used and, arguably, one of the most important systems in any multi-story building. A single elevator typically makes more than 20,000 passenger trips each year, according to the National Elevator Industry, Inc. (NEII). ¹ That means tenants and visitors may rely on it several times a day, every day.
Keeping that equipment running also comes with hefty annual maintenance costs, while modernizing just a few elevators can easily cost $500,000 and consume a large share of a building’s annual capital expenditure. ²
Even with that level of use and expense, elevators often receive the most attention only when something goes wrong.
Whether it’s a tenant complaint, an unexpected repair bill, or the challenge of planning a modernization while keeping an occupied building moving, that doesn’t mean your team is overlooking the equipment. Vertical transportation is highly technical, shaped by evolving codes, and difficult to evaluate without specialized expertise that most organizations understandably don’t have in-house.
That’s where an elevator consultant comes in.
This guide helps explain what an elevator consultant does, the problems they solve, the value they offer, and how to know if it’s time to bring one onto your team.
We created this guide to share what we’ve learned from more than four decades of helping building owners and property teams make informed decisions about their elevators. Since 1980, our growing team has supported a diverse range of projects nationwide and globally. From iconic high-rise towers, healthcare facilities, universities, and hospitality chains to convention centers, airports, and large commercial campuses, our team has a broad range of experience. That experience and ability to scale gives our clients access to national resources and local experts who understand the requirements and conditions in each market.
What is an elevator consultant?
An elevator consultant is an independent expert who represents your interests — not the elevator company’s — when it comes to your building’s vertical transportation.
They help with design, modernization planning, ongoing maintenance oversight, and inspections, translating technical information into plain language so you can make confident decisions.
The single most important word in that definition is independent. Your elevator maintenance company or service provider may be a great partner, but they’re also the one selling you expensive repairs and equipment upgrades. A consultant works for you, which changes the whole dynamic of every conversation about cost, timing, and scope.
While “elevator consultant” implies elevators only, consultants typically cover more than elevators. They can help with escalators, moving walks, wheelchair lifts, and dumbwaiters, too; essentially any equipment designed to move people or materials up and down or sideways in your building.
Reasons for hiring an elevator consultant
Property teams and building owners typically bring in an elevator consultant because they’ve run into one of these challenges:
You don’t have full visibility into your equipment or service provider
You know your elevators are being maintained, but do you know what’s happening during each visit? Are you getting consistent updates when something breaks, or does it feel like every repair invoice comes with new surprises?
An elevator consultant gives you the visibility your relationship with your service provider might be missing. One way VDA manages this is through VERIFY, a maintenance management solution that combines access to a centralized platform with our team of experts to help you stay on top of your elevator portfolio.
You’re concerned about elevator reliability and getting parts
As elevators age, finding replacement parts gets more difficult, especially past that 15- to 20-year mark when equipment typically needs modernization. A consultant knows which components are obsolete (or will be soon), which failures are common for your equipment’s age, and how to plan ahead instead of reacting to a breakdown.
You’re not sure if you’re being charged fairly
Here’s an uncomfortable truth: because parts and expertise get harder to source as equipment ages, some service providers take advantage of that scarcity to mark up costs, and most building owners have no way to know what’s reasonable. An elevator consultant knows typical pricing, markups, and timelines across the industry (and specifically in your market), so you’re negotiating with real information instead of taking a quote at face value.
You’re trying to decide whether to refurbish or replace
It’s natural to want to save money by keeping existing equipment running a little longer instead of committing to a full replacement. Sometimes that’s the right call. Sometimes it just delays a bigger cost — and bigger risk — a year or two down the road. An elevator consultant gives you an honest, unbiased assessment about which situation you’re in.
You’re concerned that taking one elevator out of service adds more risk
When a cab is out of service for modernization, every trip that used to be spread across multiple elevators now gets funneled into the ones still running. That added wear and tear increases the odds of an unplanned breakdown, right when your building can least afford it. A good consultant plans modernization sequencing specifically to minimize this pressure.
Your tenant experience is on the line
Downtime, noise, and uncertainty shape how tenants feel about your building, whether it’s a Class A office tower or a busy shopping center. A consultant coordinates the timelines and schedules, and communicates with you, so your team isn’t left fielding concerns without adequate information.
You’re worried about staying code-compliant
Every elevator and escalator is subject to inspection cycles and code requirements set by your local Authority Having Jurisdiction (AHJ). Missing a deadline or failing to resolve a discrepancy can mean fines, liability exposure, or even equipment being taken out of service.
Keeping track of elevator inspection dates, testing requirements, and open violations across a whole portfolio is easy to lose track of. VDA handles this through our Certificate Compliance Management (CCM) program, a team of experts who proactively schedule inspections, track outstanding violations, monitor mandated devices, and act as your liaison with the AHJ, so compliance stops being something you have to remember and starts being something that’s simply handled. (CCM is included as part of VERIFY.)
Elevator consultants know the market — broadly and locally
Here’s something that’s easy to overlook: a great elevator consultant doesn’t just know equipment. They know the players: which elevator companies and service providers are genuinely strong at new construction; which ones excel at modernization; which ones are the right fit for how your building functions; and which ones excel at maintaining your specific equipment type and age.
That knowledge comes with hands-on experience in your local market. Even the larger elevator companies aren’t consistent from city to city. A branch that delivers excellent service in one market can be understaffed, slower to respond, or simply less experienced in another, even under the exact same national brand. A consultant who works in your area knows the reputation of the actual local team that’s going to show up at your building, not just the name on the contract.
With VDA, it’s like having a local expert on staff who already knows which contractors under-deliver on their promises and which ones consistently come through, before you’ve signed anything.
Elevator consultants conduct equipment evaluations
One thing people don’t always realize: an elevator equipment evaluation isn’t a single, one-size-fits-all service. A good consultant scales the depth of the assessment to your needs:
- A quick health check: A snapshot of how well your equipment is currently being maintained: condition, code compliance, performance, and photo documentation. Useful when you just want a clear read on where things stand.
- A comprehensive evaluation: Everything in the quick check, plus short- and long-term recommendations and a full capital expense and lifecycle cost breakdown. This is the version you’d want before making any major budget decisions.
- A due diligence evaluation: A streamlined version built for buyers or new owners who need a clear picture of a building’s equipment before closing on a purchase.
- A modernization-focused evaluation: A comprehensive assessment paired with a detailed upgrade plan and cost estimates, built specifically to support a modernization project.
Knowing which type of evaluation fits your situation, instead of paying for more (or less) than you need, is part of what an elevator consultant helps you figure out up front.
How an elevator consultant can save you money
Every reason to hire an elevator consultant adds up to real dollars. Here’s how that plays out in practice:
- Vendor accountability: Consultants can review invoices and repair proposals before you pay them, catching charges that are covered by your contract, or scope creep that would otherwise slide through.
- Avoiding markup blind spots: Because they know typical costs and markups across the industry, consultants can spot, and negotiate against, pricing that doesn’t align with the contracts or market pricing.
- Right-sized decisions on refurbish vs. replace: You avoid both premature replacements you didn’t need and false savings from refurbishing equipment that was already past its useful life.
- Fewer cascading downtime costs: Thoughtful modernization sequencing means fewer emergency repairs on the cabs still running, and fewer tenant complaints, concessions, or turnover risks tied to elevator problems.
- A real capital plan, not a guessing game: Rather than reacting one repair at a time, a consultant builds a multi-year plan based on each unit’s expected lifespan, obsolescence risk, and your budget — so you know what’s coming, roughly what it will cost, and what should be prioritized first. That kind of planning consistently costs less than addressing the same issues reactively, one emergency at a time.
In many cases, the savings a consultant identifies (often through vendor accountability alone) can offset a meaningful portion of what they charge for their services.
Real-world examples: What these savings look like in practice
These savings aren’t just theoretical. They come from real VDA projects where independent guidance, a clear scope, and a competitive process helped clients reduce costs and strengthen their contracts. (Client and vendor names are omitted to protect confidentiality.)
A university campus modernization
A university client received a modernization proposal of about $418,500 directly from its elevator company. VDA developed a detailed scope of work and invited contractors to compete for the project. The elevator work was ultimately awarded for $369,070 — about $49,430, or 11.8%, less than the original proposal.
The final turnkey contract totaled $435,455 after adding related electrical, mechanical, and fire/life-safety work identified during the process. With the “work by others” costs included, the university also gained a clearer scope and a more transparent view of the project’s full cost. The savings on the elevator work alone were more than twice the cost of the consulting fees.
A commercial office building modernization
The owner of a commercial office building received a modernization proposal of $491,740 directly from its elevator company. After VDA reviewed the proposal and negotiated the terms, the final contract came down to $461,740 — a savings of about $30,000 (about 6%). VDA also negotiated stronger contract language around owner risk, reducing the client’s exposure to future change orders and scope disputes.
When a direct negotiation falls short
One client tried to negotiate maintenance pricing directly with its current service provider but couldn’t reach terms that worked. VDA stepped in to define the required service, invite competitive proposals, and negotiate better coverage and pricing. The new contract delivered about $339,789 in total savings — or approximately $186,936 after consulting fees.
Turning a renewal into a competitive process
When a maintenance contractor presented renewal pricing directly to one client, VDA turned the renewal into a competitive process. VDA negotiated with the current contractor while also inviting other providers to bid. That competition produced about $404,746 in total contract savings and nearly $38,717 in savings after fees. The client also gained stronger contract protections and better control over future price increases.
A new building’s first maintenance contract
Right after construction turnover, a newly built property received a maintenance pricing proposal from its current service provider. The building owner hired VDA to develop a maintenance program and invited multiple companies to bid. The competitive process reduced the monthly cost from about $11,121 to $7,745, saving the client roughly $133,708 over the life of the contract, after consulting fees.
Transitioning out of a warranty period
As one property’s equipment warranty was ending, the elevator company proposed a maintenance contract at $6,850 per month. Working for the client, VDA defined the required service, invited competitive bids, compared the proposals, and negotiated the final terms. The same elevator company kept the contract — but at $3,500 per month, a 49% reduction. Over three years, the client saved about $126,000 and received stronger contract protections in the process.
These outcomes aren’t outliers. They’re a consistent pattern of what happens when an independent consultant brings market knowledge, negotiation experience, and genuine competition to a decision that’s too often made with only one option on the table.
What working with an elevator consultant looks like
While the scope of work varies by project, most consulting engagements follow a similar structure:
- An initial conversation about your building and your goals: What’s working, what isn’t, and what you’re hoping to achieve — whether that’s a smoother maintenance relationship or a near- or long-term plan for full modernization.
- An honest assessment of your current equipment and service provider performance: This includes maintenance history, callback patterns, and how your equipment performs relative to others of similar age and type.
- A close look at your existing contract and costs: Are you getting what you’re paying for? Are response times where they should be?
- A forward-looking analysis: What should you expect for your elevator performance and reliability under the current maintenance approach — and what’s the impact if you make adjustments?
- A prioritized plan that fits your budget and timeline: A realistic roadmap for what to address and when, aligned with your building’s budget and operational timeline.
Hiring an elevator consultant is a smart decision
Vertical transportation is complicated, and it’s easy to feel like you’re at the mercy of the service provider contracted to maintain it. An elevator consultant changes that dynamic and takes management of these highly technical systems off your plate. They give you visibility, market knowledge, and independent guidance to make confident decisions — for your budget, your equipment, and the tenants who ride your elevators every day.
And it’s not just existing buildings — if you’re planning new construction or a major addition, an elevator consultant can support your project from the elevator design phase forward, helping make sure your elevators are specified, bid, and installed the right way from day one.
If you’re weighing an elevator modernization, questioning your current maintenance contract, or just want a clearer picture of what’s ahead for your building’s equipment, talk to a VDA consultant about your portfolio.
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Elevator Consultant FAQs
What does an elevator consultant do?
An elevator consultant is an independent vertical transportation expert who represents a building owner or manager. They evaluate elevator performance, oversee maintenance, plan modernizations, support design and construction inspections, review elevator service provider contracts and proposals, and translate technical recommendations into clear guidance on cost, scope, and priorities.
Do I need an elevator consultant if I already have a maintenance contract?
Often, yes. A maintenance contract tells you what your service provider is supposed to do; a consultant helps verify that it’s actually happening, that pricing is fair, and that the contract reflects what your building really needs.
How much does hiring an elevator consultant cost, and does it pay for itself?
Elevator consultant fees vary based on the building, equipment portfolio, and scope of work. The engagement may offset a meaningful portion of its cost when the consultant identifies contract-covered charges, negotiates vendor pricing, creates competition through bidding, or helps the owner avoid unnecessary repairs or premature replacement.
When should I hire a consultant — before a modernization, or earlier?
Earlier is almost always better. Bringing in a consultant before an elevator modernization or major decision gives them time to properly assess your equipment and negotiate from a position of knowledge, rather than reacting under time pressure.
Is an elevator consultant the same as my elevator maintenance company or service provider?
No — and that distinction matters. Your elevator maintenance company services your equipment and has a financial interest in the work performed. A consultant is independent and works on your behalf, which is what allows them to give you an unbiased read on cost, quality, and priorities.
How often do elevators need to be modernized?
If an elevator fails an inspection or has an open code violation, the required response depends on the severity and the rules of the local Authority Having Jurisdiction. Possible consequences include corrective work, reinspection, fines, added liability, or equipment being taken out of service until the issue is resolved. An industry-specific solution such as VDA’s Certificate Compliance Management program can track inspection dates, testing requirements, and open violations so property teams can address issues before they become urgent.
What happens if my elevators fail an inspection or have an open code violation?
Depending on the severity, you may face fines, added liability, or in some cases have the equipment taken out of service until it’s resolved. A program like CCM, provided by a third-party inspection company or elevator consulting firm like VDA, helps you stay ahead of this by tracking inspection dates and violations proactively, rather than finding out about a problem when it’s already urgent.
Can an elevator consultant save me money?
Yes. An elevator consultant can uncover savings by identifying charges already covered by a maintenance contract, negotiating repair or modernization proposals, creating competition through bidding, and helping owners avoid unnecessary work. Whether those savings exceed the consulting fee depends on the building, equipment, contract, and project scope.
How do I choose an elevator consultant?
Look for an independent consultant with experience in your building type, local market, and equipment. Ask about their approach to maintenance oversight, modernization planning, contract review, inspections, and competitive bidding. A strong consultant should explain recommendations clearly, disclose potential conflicts of interest, provide relevant references, and show how they will represent your priorities, budget, and long-term goals.
¹ National Elevator Industry, Inc. (NEII), as cited by Colliers. ² Colliers, “What Causes Elevators to Fail in Commercial Buildings?”
About the Author
Bobby Kemple joined VDA in 2024. He is responsible for implementing comprehensive strategy and alignment of existing installation services across all regions while providing oversight and support for M&A integration. Follow Bobby on LinkedIn.