Comparison worksheet / 01 — Cost
Dental Processing
Comparison Worksheet
Compare two proposals using the same practice activity. Enter business-level summaries only. These calculations are planning estimates, not a provider offer, approval, or promise of savings.
01 Establish one comparable month
02 Compare the complete cost assumptions
| Cost component · USD | Provider A | Provider B |
|---|---|---|
| Provider / proposal reference | ||
| Complete estimated percentage (%)Include percentage-based pass-through costs; do not enter a markup alone. | ||
| Complete per-payment charge ($)Weighted estimate across the same payment mix. | ||
| Monthly recurring charges ($)Account, gateway, software, devices and other fixed fees. | ||
| Annual recurring fees ($)Divided by 12 in the estimate below. | ||
| Other expected monthly costs ($)Only costs not already included above. | ||
| Estimated recurring monthly total | ||
| Estimated effective rateRecurring monthly total ÷ monthly card volume. | ||
| One-time setup / switching costs ($)Excluded from the recurring monthly total. |
Enter every recurring cost field; enter 0 only when confirmed. Total = volume × percentage ÷ 100 + payment count × per-payment charge + monthly charges + annual fees ÷ 12 + other monthly costs. Blank or invalid inputs leave the estimate blank.
Comparison worksheet / 02 — Terms
Get the details in writing.
Use the same Provider A and Provider B references as page 1. Summarize the answer and the proposal or agreement section. Write “pending” for an unanswered question; a blank is not a commitment.
| What to confirm | Provider A · answer + reference | Provider B · answer + reference |
|---|---|---|
| Pricing model and exclusionsCard mix, in-person / keyed / online rates, minimums, refund and dispute costs; quote expiration. | ||
| Practice management integrationExact software and version, supported functions, additional fees, setup and support responsibilities. | ||
| Payment channels and saved credentialsTerminal, phone, online, payment links and scheduled payments; consent and credential portability process. | ||
| Funding, holds and account limitsBatch cutoff, bank-day schedule, gross or net deposits, reserves, release terms and transaction limits. | ||
| Contract, renewal and cancellationInitial term, renewal, notice window, early termination fees, separate device lease and return terms. | ||
| Support and service interruptionsHours, urgent escalation, terminal replacement, integration troubleshooting and approved fallback process. | ||
| Security and data responsibilitiesRoles and permissions, payment data handling, applicable validation and documentation; responsible parties. | ||
| Implementation and exit processInstallation, training, prior refunds and disputes, report access, export formats and cancellation confirmation. |
03 Make the tradeoffs explicit
Comparison worksheet / 03 — Workflow
Test the day-to-day.
Plan the switch.
Walk through these scenarios with the practice team and the proposed provider. Use test transactions or approved demonstrations. Record process summaries, never patient or card details.
04 Verify reconciliation and integration
Payment → practice ledger
What posts automatically? How are partial payments, split tenders, duplicate attempts and posting failures handled?
Batch → bank deposit
Which reports connect individual payments to batches, adjustments, fees and the bank deposit? Who resolves differences?
Refund → original payment
Who can issue a refund? Does it update the practice ledger? How will refunds to pre-switch payments work?
Saved payment → future charge
Who manages authorizations, schedule changes and failures? Can the providers securely migrate saved credentials?