See what your site would save
Put in your own numbers — candidates, coordinators, conversion — and see the hours and dollars Trialflow gives back. Every assumption is visible, and you can move all of them.
Your site
The team doing the recruiting.
Protocols enrolling right now.
Anyone screening candidates or chasing follow-ups.
Fully loaded — salary, benefits, and overhead.
Your recruitment funnel
What comes in each month, and what it costs you to work it.
Referrals, ad responses, registry outreach — everything that enters the funnel.
Pre-screening, re-keying data between systems, and follow-up attempts.
Status spreadsheets, sponsor updates, and reconciling records.
Your current lead-to-enrolled rate.
Across the full visit schedule, net of pass-through costs.
Paid media, patient-finder vendors, and community outreach.
Standalone CRMs, scheduling tools, e-consent add-ons, survey tools.
Plan to compare against
Savings are shown net of what Trialflow costs you.
Assumptions behind the modelConservative by default. Move them to match your own experience.ShowHide
Qualification forms, AI pre-screening against your criteria, and templated outreach remove most of the per-candidate handling — but never all of it.
Live dashboards and exports replace the weekly spreadsheet rebuild. Some sponsor-specific reporting always stays manual.
Faster first response, better protocol matching, and fewer candidates lost between steps. This is a relative lift: 30% turns an 8% conversion rate into 10.4%.
Your results
Net savings per month
$24,805
After paying $749 for Trialflow Growth.
- Coordinator time recovered
- $3,704
- Tools consolidated
- $250
- Revenue from added enrollments
- $21,600
- Trialflow Growth
- −$749
- Net per month
- $24,805
Also worth knowing
That's 132 coordinator workdays returned across a year.
Cost per enrolled participant drops from $292 to $224 on the same ad spend.
Estimates only. Results depend on your protocols, therapeutic areas, and how much of your funnel you move onto Trialflow.
The math
How the numbers are calculated
No black box. Here is exactly what each line of your result comes from.
Coordinator time recovered
candidates × manual minutes × automation rate × hourly cost
Qualification forms capture what your coordinators used to ask by phone, AI matching ranks candidates against your criteria, and outreach runs from templates — so the per-candidate handling shrinks instead of disappearing entirely. Reporting time is counted separately, because live dashboards replace the weekly spreadsheet rebuild rather than the screening work.
Revenue from added enrollments
candidates × conversion rate × conversion lift × revenue per enrollment
The lift comes from responding faster, matching candidates to the right protocol, and losing fewer people between screening and first visit. It is applied as a relative improvement to the conversion rate you enter, so the model never assumes more candidates than you actually have.
Cost per enrolled participant
ad spend ÷ enrollments, before and after
Reported alongside your results but deliberately kept out of the total. A better conversion rate either produces more enrollments on the same spend or the same enrollments on less — counting both would be counting the same improvement twice.
What is not counted
screen failures, sponsor milestones, staff retention
Sites also report fewer avoidable screen failures, faster milestone payments, and less coordinator burnout. Those are real, but they are too site-specific to model honestly, so they sit outside the numbers above.
Want these numbers checked against your studies?
Bring your last two protocols to a 30-minute walkthrough and we'll model them with you — or prove it on your own data in a free 60-day pilot.