Define the pilot question and scope
Name the case types, receiving route, review owner and observed period. Keep unsupported or incomplete work outside the accepted scope unless the pilot explicitly evaluates clarification handling. Ask the provider for the actual quote and revision terms; this guide does not supply a vendor price.
Separate initial setup from repeat handling. A first native exchange may require configuration testing that is not repeated for every later case. Conversely, specialist review and recurring clarification may remain part of ongoing cost.
Record cost categories consistently
| Category | Use your actual data |
|---|---|
| External charges | Quoted and invoiced design/revision charges for the accepted scope. |
| Initial setup | Preference preparation, route testing and onboarding effort. |
| Recurring handling | Intake, communication, review and output acceptance effort. |
| Changed inputs | Extra work caused by new records or instructions, labeled separately. |
| Acceptance denominator | Number and scope of reviewed deliveries, with unresolved cases visible. |
Convert labor time to cost using your own chosen internal rate and explain that assumption. Do not treat unpaid owner time as costless simply because it is absent from an invoice.
Avoid a misleading per-case average
If a pilot includes both accepted and still-held cases, report the counts separately. A low invoice divided by every submitted case can hide work that has not reached the agreed endpoint. Similarly, an unusually difficult first case may not represent routine repeat work.
Illustrative comparison: setup effort is recorded once, while the lab’s review time is recorded for each returned case. A follow-up model can show the effect of repeat volume without pretending that either category disappears. No savings or daily capacity is promised.
Connect budget to workflow evidence
Pair the budget with the pilot scorecard. A cheaper handoff that cannot be accepted in the receiving workflow does not answer the same question as an accepted delivery. Record exceptions rather than resolving all tradeoffs into one price.
The existing cost calculator accepts your inputs for two models. Use it to explore your assumptions after the pilot, and keep the scope and observation period with the result. Model output is a calculation, not a quoted Pristine price or a forecast of guaranteed savings.
Prepared by Pristine Dental Design · October 6, 2026. Guidance for professional case communication and review. Actual prescriptions, manufacturer requirements and receiving-team approvals govern design and production.