A 15-employee company processes roughly 2-3 visa-related transactions (renewals, amendments) per month and is deciding between a monthly PRO retainer and paying per task.
The Walkthrough
- Estimate monthly transaction volume realistically
Look back at the last 6-12 months of actual visa renewals, amendments and related paperwork to get a realistic average, not just a guess. - Calculate the pay-per-task total at this volume
Multiply the estimated 2-3 monthly transactions by the per-task fee to see what pay-per-task pricing would cost across a full year at this volume. - Compare against the monthly retainer cost
A fixed monthly retainer covers unlimited or capped transactions — compare its annual cost directly against the pay-per-task annual estimate. - Check what happens in a high-volume month
If hiring picks up and 5-6 transactions happen in a single month, see how each pricing model handles the spike — retainers often absorb this better than pay-per-task. - Factor in response time and service quality, not just price
The cheaper option on paper isn't always better if it comes with slower turnaround — weigh cost against how quickly transactions get processed too.
The Takeaway
At 2-3 transactions a month, the crossover point between retainer and pay-per-task depends heavily on how consistent that volume is — a company with steady, predictable transactions often does better with pay-per-task, while one expecting growth or hiring spikes tends to find a retainer's predictability worth the premium.
Try It With Your Own Numbers
This example used specific figures to make the process concrete, but the same steps apply whatever your actual numbers are. Run the PRO Services Cost Estimator with your own details — free, in under a minute, no sign-up required.
Frequently Asked Questions
Does the crossover point change as the company grows?
Yes — as transaction volume increases, a retainer typically becomes more cost-effective; recalculating periodically as headcount grows is worth doing rather than assuming the initial choice stays optimal.
Can a company switch between retainer and pay-per-task later?
Generally yes, though provider contracts may have minimum terms — check the specific terms before committing to either model.
Does an in-house PRO ever make more sense than either external option?
At high enough volume, an in-house PRO's salary can cost less than either external option — worth comparing once transaction volume grows significantly.
Are there hidden costs in a monthly retainer?
Check whether the retainer has a transaction cap beyond which extra fees apply, since an unlimited-sounding retainer sometimes has fine print limits.
Does company size affect which pricing model providers prefer to offer?
Some PRO service providers may only offer retainers above a certain company size, or may price pay-per-task less competitively for very small companies — worth checking what's actually available at your size.