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ROI calculator for training providers

Your current setup has a price. You just never see the whole bill.

A booking tool here, an eLearning platform there, a CRM, certificates made in Word, and hours of admin holding it all together. Put your own numbers in and see what that patchwork really costs you each year, next to one platform that does the lot.

Work out my return Start free
Plans from just £30 a month No per-booking fees eLearning and SCORM included
How providers run today

Most training businesses run on one of three setups.

Each looks cheap on its own, but between them they cost you in subscriptions, booking fees, staff hours and bookings that never happen.

Spreadsheets, inbox and Word

Common for sole traders and new providers
  • Bookings arrive by phone and email and get typed into a spreadsheet
  • Joining instructions, invoices and payment chasers sent by hand
  • Paper registers, typed up later
  • Certificates made one at a time in Word
The hidden costThe software is free, but you pay for it in hours. Every booking costs you 20 to 30 minutes of admin, and nobody finds you unless they already know your name.

A stack of bolt-on tools

The most common setup for growing providers
  • A booking or ticketing tool, often with a fee on every booking
  • A separate LMS subscription for eLearning
  • A CRM, a certificate tool and listing sites that take commission
  • Nothing talks to anything, so you copy data between them
The hidden costFour or five subscriptions, fees on top, and you are still the person who connects them all together.

A traditional training admin system

Typical of larger, established providers
  • Priced per admin user, per module or per registration
  • Bigger systems come with setup projects and multi-year contracts
  • eLearning often a separate product or add-on
  • Built to manage training, not to bring you new buyers
The hidden costA big annual bill for a system that runs your admin well, but does nothing to fill your next course.
ROI calculator

Put your own numbers in.

Two questions give you a quick estimate. Then fine-tune it with your own bills and hours if you like. Every figure is yours to edit, and every assumption is shown.

1 Your business

This sets your CourseCloud band, which is the only price you pay.

Every classroom place and eLearning licence booked in a year.
£
A company booking six staff onto one course is one booking of six. Most admin happens once per booking.

2 How do you run today?

Pick the closest. We'll fill in typical costs and admin time for that setup, and you can change any of it.

Using your own numbers. Pick a setup above to start again from its typical figures.

3 Software you pay for today

Tick what you use and adjust the monthly cost to match your bills. Starting figures are typical published prices for a small team, ex VAT.

£/mo
£/mo
£/mo
£/mo
£/mo
Through tools that charge per ticket, such as Eventbrite or Ticket Tailor, or listing sites that take commission.
%
As a share of the booking value.
%

4 Admin time

Confirmation emails, joining instructions, invoices, payment chasers, registers, certificates and renewal reminders, added up for one booking. These are our estimates, as nobody publishes a reliable figure, so change them to match yours.

min
min
Leave blank to work it out from minutes per booking. Filled in, it's counted over 48 working weeks, and CourseCloud keeps the same share of it as the two minute figures above.
hrs
Wage plus employer National Insurance and pension. If it's your own time, use what an hour of it is worth to you.
£

5 Being found

CourseCloud puts your courses on the marketplace, in rich Google results and in front of AI assistants. Be as cautious as you like here, or set it to zero.

A spare seat on a course you're already running costs almost nothing to fill: the trainer and venue are already paid for.
%

6 Renewals won back

CourseCloud reminds your customers before a certificate runs out and sends them a renewal offer with your next dates, accepted in one click. These two figures are our cautious estimate, not a measured result, so change them to match yours, or set either to zero if your courses don't need renewing.

As a share of the people you train a year. 20% is about a 3 to 5 year certificate.
%
People who would have gone elsewhere or let it lapse.
%
Staying as you are costs you

Every figure here is after paying for CourseCloud. We take our price off first, so this is what you keep, not a total before costs.
to pay for itself
return on your first year
admin hours back a year

What you spend running the business each year

Today
On CourseCloud
Software Booking fees and commission Admin time CourseCloud plan
Today
Software subscriptions
Booking fees and commission
Admin time ( hours)
On CourseCloud, band
Plan, paid annually ( a month)
Admin time ( hours)
Setup feeNone
Your return
Running costs saved a year
Margin from extra places a year
Margin from renewals won back ( places, estimate)
Better off every year
Better off in year one

You're beyond our published bands

At this volume we shape an Enterprise plan around your business, so we can't show a price here. Talk to us and we'll run these numbers with you.

Talk to us

An estimate from your own inputs, in GBP excluding VAT. CourseCloud prices are our published band prices. Keep your accounting software: CourseCloud raises your quotes and invoices but doesn't replace your bookkeeping. Card payments are optional on any platform; if you take cards through CourseCloud a fee of 3.9% + 30p applies per card transaction, which isn't included here.

Side by side

What you get for the money.

The same job done four ways. Only one of them does the whole job for one price and brings you new buyers too.

Spreadsheets and emailFree software, paid in hours Bolt-on toolsBooking tool, LMS, CRM, listing sites Training admin systeme.g. Accessplanit, Arlo, Dante CourseCloudOne platform, one price
How you pay Staff time on every booking Several subscriptions, plus fees on many bookings Per admin user, module or registration, or on a quote One flat plan from £30 a month, no per-booking or per-user fees
Online booking and payment By phone and email Yes, in a separate tool Yes Yes, on your own branded storefront and the marketplace
Scheduling, CRM, quotes and invoices Spreadsheets and Word Split across tools Yes Yes, all in one ledger
Certificates Made by hand Another subscription Usually Issued automatically, branded, with a QR code anyone can verify
eLearning and SCORM No A separate LMS, paid monthly Often a separate product or add-on Included in every band
New buyers finding you Word of mouth Listing sites, usually for a fee or commission Not what it's for A live marketplace of learners and employers, at no extra cost
Google and AI assistants No Depends on your website Depends on your website Rich Google listings and machine-readable course data, built in
Certificates reach employers Emailed as attachments Emailed as attachments Emailed or downloaded Straight into employer Workprove dashboards and worker Workpass wallets
Getting started Nothing to set up, nothing working for you Days of connecting tools together Anything from self-serve to a months-long implementation Guided setup in minutes, 14-day free trial, no card to start

Comparisons describe each approach in general, not every product in it. Training admin systems vary, and some include features listed here as add-ons. Named products are examples of the category and are trademarks of their owners. Check any vendor's current pricing with them directly.

Where the return comes from

Four places the return comes from.

Subscriptions you can cancel

Booking, eLearning, CRM and certificates are all in one band, so the separate tools and their renewals can go.

No fee on every booking

Your band price is the whole price. Book 10 places or 10,000 inside your band and nothing is added per place, per licence or per user.

Hours back every week

Buyers book and pay online, joining instructions and invoices go out on their own, registers are digital and certificates issue themselves.

Seats you'd never have sold

The marketplace, rich Google listings and AI-ready course data bring buyers who had never heard of you to courses you're already running.

Frequently Asked Questions

The software costs are published prices, excluding VAT, checked in October 2026, and deliberately taken from the cheaper end of each kind of tool: for example Bookwhen Standard at £19 a month for online booking, and an entry eLearning plan such as TalentLMS Core or Thinkific Start at around £90 a month if you sell eLearning. The hourly cost starts at £17, roughly a UK office administrator salary plus employer National Insurance and pension. The admin minutes per booking are our own estimate, because nobody publishes a reliable figure. New bookings start at a cautious two extra places a month. Every one of them is a starting point: change it to match your own bills and your own business.

Start free on the Free plan (up to 25 people a year). Core is one flat price set by how many people you train in a year, from £350 a year, and includes bookings, scheduling, CRM, quotes and invoices, certificates, eLearning and SCORM, your storefront and the marketplace. Each size also comes as Complete, which is Core with Marketing, Autopilot, Insights, the Trainer app and the Course builder included, from £490 a year. This calculator prices Core. There are no per-booking fees, no per-user charges and no setup fee; guided onboarding with our team is optional, and included with Complete paid annually. As a new customer you get 50% off your first 3 months (on Core, its add-ons or Complete), and the year-one figure includes the discount. Founding price: choose a plan by 31 December 2026 and keep your price for 2 years. On Free there is no subscription; card payments taken through CourseCloud cost 4.9% instead of 3.9%, and the calculator counts that difference as if every place were paid by card.

What you keep. Every figure on this page has CourseCloud's own price taken off first: the plan sits on the CourseCloud side of the sum, and the return is what is left. Some calculators show the total benefit and leave you to subtract their price; we would rather you see the net figure.

It takes the share of the people you train each year who are due to renew (20% to start with, about a 3 to 5 year certificate), and assumes 10% of them rebook with you who otherwise would have gone elsewhere or let it lapse, thanks to the reminders and one-click renewal offers. Each of those places is counted at your margin, like any other extra place. It is our cautious estimate rather than a measured result, so set it to zero if your courses do not need renewing.

The calculator always shows that figure as well, under the headline: what you would save or spend with no new bookings at all. If you pay for several tools, pay fees on bookings or spend a lot of time on admin, that alone usually covers the plan. If your setup is already lean, it may not, and the case rests on the buyers CourseCloud brings you. The calculator tells you how many extra places a month you would need to sell to break even.

Yes. CourseCloud raises your quotes and invoices and tracks what has been paid, but it is not a bookkeeping package, so keep Xero, QuickBooks or whatever you use today. The calculator leaves it out of both sides for that reason.

Taking card payments is optional. If you choose to take cards through CourseCloud, a fee of 3.9% + 30p applies per card transaction. You would pay card processing whichever platform you use, so the calculator leaves it out of both sides. You can always invoice and take payment your own way instead.

No, it is an estimate built from your own inputs and our published band prices. If you would like us to go through the numbers with you, book a demo and we will.

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