Pricing

Because the usual approach is worse for both sides. Months of unpaid discovery followed by one large number the client has never seen before reads as a cliff, not a staircase, and it turns the final conversation into a negotiation about price instead of a decision about the work. Publishing every price means you can decide whether the work is worth doing, on your own timetable, before you ever speak to us.

Then we say so on the free call. Some practices need one automation and not a platform. Some need nothing at all yet. The four steps exist so there is an honest answer for each of those, including the one where you walk away with a free workflow map and no invoice.

For clinical records, yes, and we would not replace it. SimplePractice, TherapyNotes and the rest are good at notes, scheduling and claims. What they are not built for is the operational layer around the chart: tracking a funder authorization through approval, knowing which reports are waiting on a supervisor signature, seeing which referrals have gone cold, and stopping the same record being re-typed into a board and two spreadsheets. That work is why practices end up in Trello in the first place. We build that layer and leave your EHR exactly where it is.

Because the platform underneath it does not hold still. Microsoft ships changes to SharePoint and Power Automate continuously, staff join and leave, permissions need adjusting, and flows fail silently if nobody is watching them. Platform Care covers that plus small enhancements and adding new client contracts that reuse an existing workflow. You are not renting the software. You own it, and you can cancel Care after the first year and keep running it, or hand it to any developer. The fee buys someone paying attention, not permission to use your own system. It starts at go-live rather than at signature, and the initial term is 12 months before it goes month-to-month.

Take the Practice Platform at $51,500 plus Platform Care Standard at $1,500 a month. Year one is $69,500, years two and three are $18,000 each, so roughly $105,500 over three years. We would rather you do that arithmetic here than discover it in month fourteen. Whether it is worth it depends entirely on what the duplicate work is costing you now, which is what the free call is for.

Sprints stack. Each one is $5,000 for one workflow at fixed scope, so if a full platform is more than you need, the sensible move is to take the two or three highest-value items off your assessment roadmap and do those. That puts you in the $10,000 to $15,000 range without signing a larger number first. If you later move to a platform, the sprint work carries into it rather than being thrown away.

It is the objection we expect most. The usual shape is a large fee, months of discovery, and a document at the end. Everything about how we sell is built against that: prices published so you are never surprised, a two-week paid step before any large commitment, a refund on that step, deliverables you keep whichever way it goes, sign-off at every build phase, and a system in your own Microsoft 365 account that you own and can take elsewhere. You should still ask us hard questions on the call. We would think less of you if you did not.

Then we refund it. Complete the assessment, read the four deliverables, and if none of it tells you something you did not already know about your own practice, email us and we return the $3,000 in full. You keep the risk analysis, the inventory, the policy and the roadmap regardless. We can offer this because the deliverables are real work products rather than a sales document, and because a practice that genuinely already knows all of this is one we would rather not have taken money from.

Yes, in full, against any Automation Sprint or Platform Build that starts within 90 days. It is stated in the assessment terms, not left as a verbal promise.

Yes. The assessment is paid up front because it is only two weeks. Sprints take a 50 percent deposit with the balance on acceptance. Platform builds are billed across six milestone phases, and you sign off on each phase before the next begins.

Microsoft 365 licenses, which you buy directly from Microsoft so the account stays yours. We do not mark them up and we never touch them. Business Premium, which is the plan most practices need for the security and compliance features, was, as of August 2026, $22 per user per month on an annual commitment and $26.40 month to month. For a 15-person practice that is roughly $4,000 a year, paid to Microsoft rather than to us. Check the current figure with Microsoft before you budget it. Migrating a multi-year historical archive, which is priced separately because the volume varies enormously. Brand new workflow types added after scope is agreed. Anything on the expansion list, which we quote as its own piece of work rather than absorbing it and rushing the original build.