Scenario
- Business receiving 800-1,000 calls/records per month
- Typical full-time employee (40 hours/week) can handle approximately 800-1,000 records per month
- Each client interaction (engagement or processing) takes an average of 7.5 minutes
- 20 working days per month
1. Manual Handling (In-house, US-based)
Costs:
| Item | Cost |
|---|---|
| Salary (entry-level customer service rep) | $15-$25/hour |
| Full-time employee (160 hours/month) | $2,400 - $4,000/month |
| Benefits (20% of salary) | $480 - $800/month |
| Training costs (one-time) | $1,000 - $2,000 |
| Management overhead | $500 - $1,000/month |
Total Monthly Cost: $3,380 - $5,800
Annual Cost: $40,560 - $69,600
Pros:
- Direct control over employee
- Potentially higher quality of service for complex issues
- Can handle approximately 800-1,000 records per month
Cons:
- Limited to business hours
- Sick days, vacations, turnover
- Scaling issues during high-volume periods
- Fatigue and performance inconsistency over long shifts
2. Virtual Assistants (Overseas)
Costs:
| Item | Cost |
|---|---|
| Salary | $5-$10/hour |
| Full-time VA (160 hours/month) | $800 - $1,600/month |
| Platform fees (e.g., Upwork): 5% | $40 - $80/month |
| Training costs (one-time, repeated due to turnover) | $500 - $1,000 |
| Management/Quality control | $300 - $500/month |
Total Monthly Cost: $1,140 - $2,180
Annual Cost: $13,680 - $26,160
Pros:
- Lower cost
- Potential for 24/7 coverage with multiple VAs
Cons:
- Quality control issues
- Communication barriers
- Higher turnover
- Time zone differences
3. Capture Client System
Costs:
| Item | Cost |
|---|---|
| Setup Fee (one-time) | $1500 |
| Monthly Fee (Core Pack, up to 1,000 records) | $950 |
Total Monthly Cost: $950
Annual Cost: $11,400 + $500 per agent (first year)
Pros:
- 24/7 availability (365 days a year)
- Consistent quality regardless of volume
- Scalable to handle volume spikes beyond 1,000 records/month
- No HR management required
- Data collection and analytics
- Integration with other systems
- Continual improvements and updates
Cons:
- Initial learning curve
- Less personal touch for complex issues
Comparative Analysis
Time Efficiency:
- Manual: 7.5 minutes average per record
- 800-1,000 records = 100-125 hours/month
- Capture Client System: Near-instantaneous response
- Saves 100-125 hours/month of human labor
Cost per Record:
| Solution | Cost per Record |
|---|---|
| Manual (US) | $4.23 - $5.80 |
| Virtual Assistant | $1.43 - $2.18 |
| Capture Client System | $0.40 - $.95 |
Scalability:
- Manual/VA: Requires hiring and training for growth
- Capture Client System: Instantly scalable
Quality and Consistency:
- Manual: Varies based on employee
- VA: Potentially inconsistent
- Capture Client System: Consistent, with ongoing improvements
Data and Analytics:
- Manual/VA: Limited, requires additional effort
- Capture Client System: Comprehensive, automatic
Integration:
- Manual/VA: Requires manual data entry
- Capture Client System: Seamless integration with existing systems
ROI Calculation
Assuming a 5% increase in conversion rate:
- 40-50 additional conversions per month (based on 800-1,000 records)
- If each conversion is worth $500-$1000
- Additional revenue: $20,000 - $50,000 per month
ROI for Capture Client System:
- Cost: $950/month
- Additional Revenue: $20,000 - $50,000/month
- ROI: 2,005% - 5,163%
Conclusion
Our Capture Client System provides significant advantages in terms of cost, efficiency, scalability, and potential ROI. It offers consistent quality, 24/7 availability (365 days a year), and valuable data insights that other options can't match. The system can handle the same volume as a full-time employee (800-1,000 records/month) at a fraction of the cost and with greater consistency and scalability.
To cater to businesses of all sizes and lead volumes, we offer the following service packs:
| Tier | Monthly Record Capacity | Monthly Price |
|---|---|---|
| Core Pack | Up to 1,000 records | $950 |
| Pro Pack | Up to 5,000 records | $3,500 |
| Elite Pack | Up to 20,000 records | $8,000 |
All packs include the following features:
- 24/7 availability (365 days a year)
- Multi-channel lead capture (website, social media, phone, etc.)
- Automated lead routing and qualification