Client Portal ROI Calculator for Agencies

Frequently Asked Questions

What costs does this calculator include?

This calculator includes three main cost components:

• Subscription: The monthly cost for your SPP plan (Basic at $129/mo, Pro at $299/mo, Plus at $1,500/mo, or custom pricing).
• Implementation: One-time setup costs based on estimated hours multiplied by your loaded hourly rate.
• Ongoing management: Estimated at 2.5 hours per month for updates, user management, and content maintenance.

How accurate are these ROI estimates?

The estimates are shown as ranges representing conservative to optimistic scenarios based on industry benchmarks:

• The low end assumes minimal improvements and represents a conservative baseline.
• The high end represents best-case outcomes with strong adoption and engagement.

Actual results vary based on implementation quality, team adoption, and client engagement—and on what each client is actually worth to your agency . Use these projections for directional guidance rather than precise financial forecasting.

What if I don't know my exact hourly rate?

Your "loaded" hourly rate should include salary, benefits, and overhead costs — not just base wages. If you're unsure:

• Use our Team Cost Calculator to determine your true team costs.
• As a quick estimate, multiply base hourly wages by 1.3-1.5 to account for benefits and overhead.

Does a portal guarantee I'll retain more clients?

No, a portal doesn't guarantee retention improvements. However, portals improve client experience by providing:

• Transparency into project status and deliverables
• Self-service access to files, invoices, and FAQs
• Professional communication channels
• Faster response times through streamlined workflows

These factors correlate with higher retention rates, and you can model how even small retention improvements compound over 12-36 months. The calculator shows retention as "upside potential" rather than guaranteed savings to reflect this reality.

How long does portal implementation typically take?

Most agencies spend 10-20 hours on initial setup, which includes:

• Configuring the portal and adding branding
• Setting up services and pricing
• Creating client accounts and migrating data
• Training the team on workflows

Complex implementations with custom workflows, integrations, or large client migrations may require additional time.

What's included in the "ongoing management" cost?

The 2.5 hours per month estimate covers routine portal maintenance:

• Updating service offerings and pricing
• Managing user accounts (adding/removing clients)
• Refreshing FAQ and knowledge base content
• Reviewing analytics and usage patterns
• Making minor configuration adjustments

This is a conservative estimate; well-organized teams may need less time once workflows are established.

Can I share these results with my team?

Yes! Use the "Copy Link" button after calculating your results. This creates a shareable URL with all your inputs preserved, so anyone opening the link will see the same calculations.

This is useful for presenting to partners, stakeholders, board members, or team members who need to evaluate the investment.

What if my team is larger than 50 people?

For teams larger than 50, the calculator uses the Plus plan pricing ($1,500/month) as a baseline. However, you should contact us for custom enterprise pricing that may better fit your needs.

Custom plans often include dedicated support, custom integrations, and volume discounts that could improve your actual ROI beyond what this calculator shows.