Monthly or per case: compare the commitment
A flat monthly quote can cost more at low volume and less at high volume. First confirm whether either quote is actually flat: setup, minimums, locations and renewal rules can change the answer.
What Halcyon says
Its FAQ describes an activation fee plus a monthly fee, paid month to month. The same page says larger customers may also have a case fee. Specific pricing is discussed with sales.
Read the official FAQ. This does not establish one flat price for every business.
What Passare says
Its terms base subscription fees on at-need, trade and pet case counts, with annual renewal and possible volume adjustments. Added locations can have activation and subscription charges.
Read Sections B, C and D. A case-based subscription is not necessarily a simple charge for each new case.
A volume example you can inspect
Illustration only — no vendor quote. Assume the same scope, no setup charge, no minimum, no tiers, and no processing or other extras. Fictional Plan A costs USD 300 per month. Fictional Plan B costs USD 15 per case. These assumptions isolate volume; they do not describe Halcyon or Passare.
| Cases / month | Plan A · USD | Plan B · USD |
|---|---|---|
| 10 cases | 300 | 150 |
| 20 cases | 300 | 300 |
| 40 cases | 300 | 600 |
When that shortcut stops working
Different setup fees, minimum commitments, case definitions or included services invalidate the simple crossover. For a 12-month comparison, list setup separately, then add each month’s quoted recurring and usage charges. A seasonal operation should use its twelve monthly volumes instead of assuming one busy month repeats all year.
- Define a billable case. Ask whether trade, pet, preneed conversion, canceled or reopened records count. Do not substitute payment transactions for cases.
- Fix the commitment. Ask for minimum volume, billing period, renewal date, adjustment thresholds and treatment of an added location.
- Match the scope. Request the same modules, users, training, migration and support in both quotes.
- Compare three volumes. Use a low, expected and high case count from your own records. Mark every unquoted charge unknown; a missing amount is not zero.
Ask for one written scenario before choosing
“For our stated locations, case types and annual volume, show the amount due before launch, the recurring bill at low/expected/high volume, and any adjustment at renewal. Identify every excluded service.” Compare the returned totals only after both vendors answer the same questions.
Source check: October 30, 2026, official Halcyon FAQ and Passare terms linked above. Provider terms establish billing structure, not the fictional amounts in this example. Recheck the pages and your current written quote before a purchase; no current tariff is inferred from historical price records.
Make the next budget decision
Separate people, locations and access using local and Georgia context.
Put quotes on the same basis without treating historical FX as today’s rate.
Return to the software and payment fee guide or use the existing cost calculator with your confirmed inputs.