05 — Pricing Calculator

Audience: AEs (paper version), Engineering (JSON spec for future in-app build) Use: Deterministic quote generation. Same inputs → same number, every time.

Paper calculator (AE-usable today)

Fill in steps in order. Show all working in the proposal.

Step 1 — Cohort inputs

Step 2 — Validate against floors

• Each cohort has ≥15 participants (else: redesign or decline per §04)
• No cohort >30 participants (else: split into more cohorts)

Step 3 — Calculate base price

Step 4 — Apply ONE complexity uplift (if any)

Pick the highest applicable, never stack:

• Multi-site 3+ locations: +£4,000
• Out-of-hours per cohort: +£3,000 × cohorts
• Bespoke curriculum: +£5,000 (needs Delivery Lead sign-off)
• Welsh/bilingual per cohort: +£4,500 × cohorts
• Extended KPI reporting: +£2,500

Step 5 — Apply ONE discount (if any)

Pick the most favourable to client, never stack:

• 3+ cohorts same window: 5% off (B + C only, not A or D)
• 12-month multi-engagement signed: 10% off total (needs Sales Lead sign-off)
• Reference client rights: 5% off total (needs marketing sign-off)

Step 6 — Floor check

• Total ≥ £31,500 (single cohort minimum) OR
• Total ≥ £25,000 absolute floor

If below floor → escalate per §04 quoting workflow.

Step 7 — Per-participant equivalent (for the proposal)

per_participant_cost = total / total_participants

Show this in the proposal — buyers think in per-head terms.

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Worked example sheet (clip into proposals)

Scenario: A UK Local Authority wants to roll out manager mental health training to 75 frontline managers across 3 cohorts, single site, no bespoke needs.

Frame in proposal: "At £1,247 per manager over 12 weeks, this represents less than 5% of the CIPD-modelled cost of replacing a single frontline manager."

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JSON spec (for engineering to build the in-app calculator)

{
  "calculator": {
    "version": "1.0.0",
    "effective_from": "2026-01-01",
    "inputs": {
      "cohorts": { "type": "integer", "min": 1, "max": 12, "required": true },
      "participants_per_cohort": { "type": "integer", "min": 15, "max": 30, "required": true },
      "complexity": {
        "type": "enum",
        "options": ["none", "multi_site", "out_of_hours", "bespoke_curriculum", "welsh_bilingual", "extended_kpi"],
        "default": "none"
      },
      "discount": {
        "type": "enum",
        "options": ["none", "volume_3plus", "annual_commitment", "reference_client"],
        "default": "none"
      }
    },
    "constants": {
      "base_engagement_fee": 18000,
      "per_participant_fee": 900,
      "additional_cohort_fee": 6000,
      "complexity_uplifts": {
        "none": 0,
        "multi_site": 4000,
        "out_of_hours_per_cohort": 3000,
        "bespoke_curriculum": 5000,
        "welsh_bilingual_per_cohort": 4500,
        "extended_kpi": 2500
      },
      "discount_rates": {
        "none": { "type": "none", "value": 0 },
        "volume_3plus": { "type": "pct_of_variable", "value": 0.05 },
        "annual_commitment": { "type": "pct_of_total", "value": 0.10 },
        "reference_client": { "type": "pct_of_total", "value": 0.05 }
      },
      "floors": {
        "absolute_minimum": 25000,
        "single_cohort_minimum": 31500,
        "min_participants_per_cohort": 15,
        "max_participants_per_cohort": 30
      }
    },
    "formula": {
      "a_base": "constants.base_engagement_fee",
      "b_participants": "constants.per_participant_fee * cohorts * participants_per_cohort",
      "c_additional_cohorts": "constants.additional_cohort_fee * (cohorts - 1)",
      "d_complexity": "complexity_uplift_resolved",
      "subtotal": "a + b + c + d",
      "e_discount": "resolve_discount(discount, b+c, subtotal)",
      "total": "subtotal - e",
      "per_participant": "total / (cohorts * participants_per_cohort)"
    },
    "validation": {
      "pre_calc": [
        "participants_per_cohort >= floors.min_participants_per_cohort OR fail('Cohort below min size 15')",
        "participants_per_cohort <= floors.max_participants_per_cohort OR fail('Split cohorts: max 30')",
        "complexity != 'bespoke_curriculum' OR require_signoff('delivery_lead')",
        "discount == 'annual_commitment' IMPLIES require_signoff('sales_lead')",
        "discount == 'reference_client' IMPLIES require_signoff('marketing')"
      ],
      "post_calc": [
        "total >= floors.absolute_minimum OR escalate('below_floor', delivery_lead + sales_lead)",
        "cohorts == 1 AND total < floors.single_cohort_minimum OR escalate('below_floor', delivery_lead + sales_lead)"
      ]
    },
    "outputs": {
      "total": "GBP integer",
      "per_participant": "GBP rounded to nearest £",
      "breakdown": "object with a, b, c, d, e components",
      "warnings": "array of strings",
      "signoffs_required": "array of role names"
    }
  }
}

Engineering implementation notes (for whoever builds the in-app version)

• Server function: createServerFn at src/lib/pricing.functions.ts.
• Auth: AE role required (has_role(auth.uid(), 'staff')).
• Store every quote in a quotes table with: inputs, outputs, breakdown, AE id, timestamp, signoff status.
• Re-running the calculator on the same quote ID must return identical output (deterministic).
• UI: form on /staff/pricing-calculator rendering output as the proposal-ready table above.
• Export: button that copies the worked-example table into clipboard, ready to paste into Proposal §06.

Do not build yet — this lives in this spec until the AE team has used the paper version for 2 quarters and confirmed the formula holds. Premature automation locks in mistakes.