Orthodontic ROI Calculator

Useful inputs include monthly enquiry volume from all sources, current assessment completion rate, current quote acceptance rate, average case value net of lab fees, monthly coordinator hours spent on manual follow-up, and the number of quotes that expire without a response each month. These figures allow a conservative model to estimate the additional cases that could be recovered if follow-up were more consistent, and the staff time that could be redirected to higher-value work once reminders and intake are automated.

Payback period depends on case value and current conversion rate, but most practices with an average case value above £2,500 and more than 20 enquiries per month can model payback within one to three months from a small improvement in quote follow-up consistency. The most direct route to payback is recovering one or two cases per month that would otherwise have gone cold — which represents a fraction of the cases that most practices already lose to missed or delayed follow-up.

No. ROI models are illustrative estimates based on inputs you provide. Actual results depend on team adoption, enquiry quality, market environment, case mix and many other factors outside software control. Conservative models that assume small improvements from follow-up consistency alone tend to be more credible than projections based on large conversion uplifts. Practices should use their own historical data and treat the model as a starting point for budget discussion rather than a financial forecast.

Practices typically find the largest time savings come from automating photo intake requests, sending quote follow-up reminders and managing digital quote delivery. Manual versions of these tasks can take five to fifteen minutes per patient per interaction — which adds up quickly when a coordinator is managing forty or more active cases. Automation does not remove the need for personal coordinator contact, but it does reduce the administrative overhead per case and frees coordinator time for conversations where human contact matters most.

Conversion rate improvement is the most impactful lever in the ROI model because the benefit compounds across all enquiry volume. A practice receiving 30 enquiries per month that improves quote acceptance from 40% to 50% gains three additional cases per month. At a net case value of £2,500, that represents £7,500 in additional monthly revenue — against a subscription cost that is typically a small fraction of that figure. Even conservative assumptions about conversion improvement tend to show a favourable payback period when compared against subscription cost.

The financial benefits hub provides a more detailed breakdown of the commercial levers behind payback modelling, including accepted patient movement, admin time savings and multi-site scaling effects. Practices that want to build a more complete business case before subscribing or booking a demo can review that page alongside this ROI calculator hub for a fuller picture of the commercial model.