Count people who attended

Choose one directory, referral source, campaign, or other way people find the practice. Add its costs for the period you’re reviewing, then count the unique inquiries it produced and the people from that group who attended a first visit.

If some first visits are still upcoming, the cost per client can change. Revisit the same inquiry group after those appointments before comparing it with an older group.

Make the cost comparison fair

  • Include the same types of marketing costs for every source.
  • Include outside help, content, and time if they belong to the source you’re reviewing.
  • Count care starts using the same definition and give inquiries comparable time to attend.

Check what the care has paid back

Marketing is covered when payments from these clients exceed their care costs by at least the marketing spend. The payback check shows the amount left after both. It also shows how many total visits would cover the spend at the average amount left per visit.

Use care costs for the same visits as the payments. Insurance payments still owed may make an early review look worse than a later one. Treat the visit estimate as a financial comparison; future care follows client choice and clinical need.

Common questions

What is client acquisition cost?

It is the amount spent to bring in each new client. Here, a new client is a person who attended a first visit. The calculator adds the marketing costs you enter and divides by those care starts.

What if nobody has started care yet?

The total marketing cost is still shown, but cost per client is undefined. Check whether people have upcoming appointments and whether the inquiry group has had enough time to start.

Can I include referrals or unpaid channels?

Yes. Enter the costs that actually belong to the source, including any outside help or time you want to count. A zero result means no marketing cost was entered; it doesn’t establish that the activity took no work.

Does the payback result include future therapy visits?

The amount left uses only the completed visits, payments, and costs you enter. The separate visit estimate asks what would cover marketing at the same average amount left per visit. It does not predict that those visits will happen.

Is the amount left after marketing profit?

It is the amount remaining after the care costs and marketing you entered. Rent, administrative salaries, and other regular practice bills still need to be paid. Include the clinician cost of those visits even when it comes from a salary.