Pricing built around your verification volume. Not your headcount.
A flat monthly base fee per location, plus a per-verification rate that drops as your volume grows. No seat licenses, no per-module charges, no surprises.
Basic
Every patient on your schedule, verified and waiting in the Needletail portal. No PMS changes required.
Volume-based pricing
Per-verification rate quoted on your volume.
- Portal-based AI verification
- Voice AI verification (payer calls)
- Human-in-the-loop QA on every verification
- Needletail dashboard with full audit trail
- 100% payer coverage
- Appointments verified up to 5 days in advance
- HIPAA compliant
- Signed BAA included
Premium
Verified benefits written straight into the patient record. Your front desk never opens another app.
Volume-based pricing
Per-verification rate quoted on your volume.
- Everything in Basic, plus:
- PMS sync-in (reads your appointment schedule automatically)
- IV PDF written into patient documents
- Insurance plan fields updated in the PMS
- Patient memo note with verification summary
- Compatible with CareStack, Open Dental, Denticon, Eaglesoft
Advanced
A ready-made summary in the appointment notes before the patient arrives. Every check-in starts prepared.
Volume-based pricing
Per-verification rate quoted on your volume.
- Everything in Premium, plus:
- IV summary notes written into appointment notes
- Insurance selection pre-filled from notes
- Payment schedule populated at check-in
- Full front-desk readiness before every appointment
Urgent same-day verification (within 4 business hours) is available as an optional add-on on any plan.
What's included in each plan.
All three plans share the same pricing model and the same commitment to accuracy. The difference is how much of the verified data flows directly into your PMS.
| Feature | Basic | PremiumMost popular | Advanced |
|---|---|---|---|
| Verification | |||
| Portal-based AI verification | |||
| Voice AI verification (payer calls) | |||
| Human-in-the-loop QA | |||
| 100% payer coveragePortal or no portal: our AI calls payers directly, so coverage is not limited to a payer list. | |||
| Appointments verified up to 5 days in advance | |||
| Urgent same-day verification (add-on)Optional add-on on all plans | Add-on | Add-on | Add-on |
| Dashboard and reporting | |||
| Needletail dashboard | |||
| Full audit trail | |||
| PMS integration | |||
| PMS sync-in (reads appointment schedule)Works with CareStack, Open Dental, Denticon, and Eaglesoft | |||
| IV PDF into patient documents | |||
| Insurance plan fields written into PMS | |||
| Patient memo note with verification summary | |||
| Advanced write-back | |||
| IV summary written into appointment notes | |||
| Insurance selection from notes | |||
| Payment schedule fill-in | |||
| Compliance and security | |||
| HIPAA compliant | |||
| Signed BAA included | |||
| SOC 2 Type II (in progress) | In progress | In progress | In progress |
A pricing model your CFO can explain in one sentence.
Most dental software stacks seat licenses, platform fees, and module charges until the invoice is unreadable. Needletail uses two numbers: a flat monthly base fee per location, and a per-verification rate based on how many verifications you run each month.
Flat base fee per location
Every location pays the same flat monthly base fee regardless of which plan tier you choose. The base fee covers platform access, your Needletail dashboard, audit trail, and dedicated support. It stays the same whether you run 100 or 1,000 verifications that month.
Per-verification rate by volume band
Your per-verification rate decreases as your monthly verification volume grows. Volume is measured across your entire account, so a 10-location group earns volume discounts as a group, not location by location. The more you verify, the lower your cost per verification. Your band is set with your account team from your committed volume, and you move to the better band as your actual volume grows.
Monthly commitment with no overage penalty
You agree to a monthly verification volume with your account team before billing starts. If you run more verifications than your commitment in any given month, the extra verifications bill at your contracted per-verification rate, never at a penalty rate, with no surprise tier jump. Your rate never changes mid-contract.
Billed in arrears based on actual usage
Needletail invoices within 15 days after each calendar month closes, based on actual verification counts at or above your monthly commitment. Billed in arrears, never prepaid, with no credits to manage.
30-day free pilot
Full implementation at no cost. Billing starts only after you confirm.
No setup or onboarding fee
Implementation, PMS integration, and AI training are included for your initial deployment.
Cancel anytime
Cancel with 30 days' written notice. No long-term lock-in.
From kickoff to verified patients in under two weeks.
Getting a custom price quote does not mean waiting for a proposal. Here is exactly what happens after you book a call.
Discovery call
A short conversation about your monthly verification volume, number of locations, current PMS, and payer mix. No demo required. This call is about your numbers, not our slides. Most practices have everything we need in 20 minutes.
Custom proposal
We run your volume and location profile against our pricing model and send you an exact per-verification rate for each volume band, a base fee per location, and a projected monthly cost range. No ballparks. Actual numbers, specific to your practice.
30-day free pilot
Your free 30-day pilot includes full setup, PMS integration, and verification runs at no cost. It goes live in under two weeks. Billing starts on day 31, only if you confirm you want to continue. If not, you owe nothing.
Four things determine what you pay.
These four factors are exactly what your proposal is built from, so you will know what drives your quote before the first call.
Monthly verification volume
This is the biggest driver of your per-verification rate. Volume is measured across your entire account. Higher monthly counts unlock lower per-verification rates through volume bands. Your proposal shows the exact breakpoints for your volume, so you can see the next band before you reach it.
Biggest cost driver.
Number of locations
Each location carries a flat monthly base fee. For multi-location groups and DSOs, volume from all locations pools together to determine your per-verification rate, so every office gets the group's per-verification rate, not its own.
Base fee per location; volume pools across all locations.
Plan tier
Basic, Premium, and Advanced carry different per-verification rates, reflecting the depth of PMS integration included. The base fee does not change between plans. Upgrading from Basic to Advanced is a per-verification rate difference, not a new platform fee.
Rate varies by tier; base fee does not.
Urgency mix
Standard verifications cover appointments up to 5 days in advance. Same-day urgent verifications, which complete within 4 business hours, carry a per-verification surcharge. If same-day appointments are a regular part of your schedule, your account team will factor that mix into your quote.
Same-day add-on billed at a surcharge per urgent verification.
Your cost per verification goes down as you grow.
Most per-unit pricing models punish scale. Every new location adds a new cost bucket, and your per-verification rate stays stubbornly flat. Needletail is built differently for multi-location operations.
Volume pools across your entire group
Your monthly verification volume is measured at the account level, not the location level. A 20-location group earns the volume-band rate for its combined monthly volume, not for each office's count on its own. Low-utilization satellite offices benefit from the group's volume band automatically.
No headcount added per new location
When you open a new location, Needletail's implementation team handles setup and integration. Your existing staff does not absorb the verification workload for that location. The system scales with your portfolio without scaling your team.
One consolidated monthly invoice
All locations bill on a single monthly invoice with a line-item breakdown by location. Your finance team sees one payment, one reconciliation, and one contact for billing questions. Your compliance team sees one BAA covering your entire organization.
payer coverage
PMS integrations
consolidated monthly invoice
BAA covering your whole group
What practices see after switching to Needletail.
These figures come from practices running Needletail in production.
“Having insurance benefits verified five days in advance makes the appointment seamless. The patient knows their copay, and it reduces AR on the back end. Needletail has been absolutely phenomenal as a partner in achieving it.”
Alison Morrison
CFO · Morrison Dental Group
accuracy with human QA
denial rate on eligible claims
reclaimed per location per month
reduction in eligibility-related costs
Pricing questions, answered directly.
If your question is not here, your account team will answer it in the first call.
Still fighting eligibility fires
or ready to stop?
See how Needletail verifies tomorrow's patients before your team clocks in
