Per-user pricing wins for very small teams: as of November 2026, at 3 people Chanty Business is $9 a month and Teams Essentials is $12. Flat pricing wins from about 4 people up: at 5 people Yodl is $10 against $15 to $120 for per-user tools, and at 25 people it is $50 against $75 to $600. The break-even depends on the per-seat rate, the included users, and how many part-timers need a seat.
The two models in plain words
Per-user pricing charges the same amount for every seat, every month. Hire someone, the bill goes up; a per-diem nurse who works two shifts a month costs the same as the office manager. Slack, Spruce Health, Microsoft Teams, Google Workspace and Chanty all work this way.
Flat pricing charges one amount for a workspace or a location with a set number of users included, then a smaller amount, or a tier jump, above that. Zenzap Business+ is $50 total for up to 5 users, Celo Growth is $49 for up to 20, and Yodl is $10 per location with 5 users included and $2 for each extra person. The difference between those three is what happens at the cap: Zenzap sends you to a demo, Celo moves you to a $99 plan, Yodl adds $2.
One more term, because the table lists it. A BAA, or Business Associate Agreement, is the contract HIPAA requires before a vendor may hold protected health information (PHI), anything that identifies a patient and relates to their care. A price without a BAA is not a HIPAA price.
The arithmetic for 3, 5, 12 and 25 people
All prices are as of November 2026, from each vendor's own site, on the cheapest plan that lists a BAA where one exists. Prices change, so verify before you buy.
| Tool and plan | 3 people | 5 people | 12 people | 25 people | BAA on this plan |
|---|---|---|---|---|---|
| Slack Pro, $8.75 per user, monthly billing | $26.25 | $43.75 | $105 | $218.75 | No, Enterprise only |
| Spruce Health Basic, $24 per user | $72 | $120 | $288 | $600 | Yes |
| Microsoft Teams Essentials, $4 per user, paid yearly | $12 | $20 | $48 | $100 | Yes, by default |
| Chanty Business, $3 per user, billed annually | $9 | $15 | $36 | $75 | Yes |
| Zenzap Business+, $50 total for up to 5 users | $50 plus unpriced HIPAA add-on | $50 plus add-on | Not published ('Book a Demo') | Not published | Only with the add-on |
| Celo Growth, $49 billed annually for up to 20 users | $49 | $49 | $49 | $99 (Business plan, up to 30 users) | Yes, Growth and up |
| Yodl Team, $10 for 5 users, $2 each extra | $10 | $10 | $24 | $50 | Yes, every plan |
The Yodl numbers are $10 plus $2 for each person above 5: 12 people is $10 plus 7 times $2, and 25 people is $10 plus 20 times $2. Spruce includes phone lines, patient texting and fax, which is why it costs more than chat alone.
When per-user wins
- One to three people. Chanty Business is $3, $6 or $9 a month billed annually, and Teams Essentials is $4 or $8 for one or two people. Both list a BAA. Yodl's $10 flat only pulls ahead at 3 people against Teams and at 4 against Chanty.
- You already pay for the suite. If Microsoft 365 or Google Workspace is on the bill for email, Teams or Google Chat is effectively included, and so is the BAA.
- You need an expensive tool for a few people. Two Spruce seats for the front desk is $48; two seats is a per-user bargain, and twelve is not.
- Headcount drops seasonally. A per-user bill shrinks when you remove seats; a flat plan does not.
When flat wins
Divide the flat price by the per-seat rate and you have the break-even headcount. Yodl at $10 against Chanty at $3 breaks even just above 3 people, so flat wins from 4. Against Teams at $4 it breaks even between 2 and 3, so flat wins from 3. Against Slack Pro at $8.75 it is cheaper from 2 people, and Slack's price does not even include the BAA.
- Part-timers and per-diem staff. A weekend medical assistant, a per-diem hygienist and a biller who comes in Tuesdays all need their own logins, because shared logins break the audit trail and HIPAA's access controls. On a flat plan they fit inside the included users.
- Growth. Hiring two people takes Yodl from $10 to $14 and takes Spruce from $120 to $168.
- Several locations. Yodl's second location is another $10 with 5 more users; per-user tools charge the same per head wherever people sit.
- Budgeting. One line on the credit card statement that does not change when someone starts or leaves.
The non-price factors
| Factor | What to check | Examples from the research |
|---|---|---|
| BAA | Is it on the plan you are buying, or on a higher tier or add-on? | Slack: Enterprise only. Zenzap: unpriced add-on. Chanty, Teams, Celo Growth, Spruce, Yodl: on the plan |
| Exit | Can you export your messages and files when you leave, and what happens to data on a free plan? | Slack free deletes data after 1 year; Yodl has an audit viewer with CSV export and retention controls |
| Audit and retention | Who saw what, and can you set how long messages are kept? | Slack: Discovery API on Enterprise+. Zenzap: audit logs listed on Enterprise. Yodl: audit viewer, retention and legal hold on the $10 plan |
| Annual lock-in | Is the low price only on annual billing? | Teams paid yearly; Celo billed annually; Chanty $4 monthly instead of $3; Yodl month to month |
| Features you need | Calls, SMS, patient messaging | Zenzap has calls; Spruce has phones and patient texting; Yodl has neither |
Yodl's flat plan is $10 a month for 5 people with a signed BAA, on the pricing page.
Divide the flat price by the per-seat rate to find the break-even headcount. For Yodl at $10 that is 4 people against Chanty, 3 against Teams and 2 against Slack Pro; above that, flat wins, and part-timers make it win sooner.
Frequently asked questions
Is per-user pricing ever cheaper than flat?
Yes, for one to three people. Chanty Business at $3 per user billed annually and Teams Essentials at $4 per user paid yearly both come in under $10 for tiny teams, and both list a BAA.
How does flat pricing handle growth?
It depends on the cap rule. Yodl adds $2 per user above 5. Celo Growth covers up to 20 users and then moves you to Business at $99. Zenzap Business+ above 5 users shows 'Book a Demo'.
Do part-time staff really need their own seats?
Yes. Shared logins break the audit trail and the access controls HIPAA expects. Flat plans with included users make individual seats affordable for part-timers.
What about annual billing?
Several low per-user prices are annual: Teams Essentials is paid yearly, Celo bills annually, and Chanty is $4 instead of $3 month to month. Yodl is month to month.
Which model is better for two locations?
A per-location flat plan. Yodl is $20 a month for two locations with 10 users included, while per-user tools charge the same per person wherever they work.