Why a hard‑numbers ROI model matters

In-person growth succeeds or fails on cost control, speed-to-lead, and data quality. This page quantifies the total cost of ownership (TCO) and expected ROI of standardizing on Popl’s universal, usage-based lead capture instead of renting event-specific badge scanners. It also documents time saved and conversion impact from faster CRM sync and higher-quality enrichment, with sources and live customer outcomes.

Summary of the model and key findings

Traditional badge rentals: $100–$800 per user per event. For a 10-person team attending 10 events, that’s typically ~$50,000/year—and can reach $80,000. Comparison and cost example.
Popl Teams (lead capture + digital cards): example $900/year for a 10-person team; usage is pay-per-badge-scan, and non‑badge leads (cards, QR, forms) are free. Comparison page and pricing.
Speed‑to‑CRM: 9–17 seconds in customer case studies; Popl claims sub‑30s typical. RapidSOS, EisnerAmper, Universal Lead Capture.
AI enrichment coverage: 90–95% match rates for verified work contact data. Event Lead Capture, Badge Scanner, List Enrichment.
Time saved: 8–31+ hours per event (team-level) depending on volume; multiple case studies report 24–38+ hours saved vs manual entry. Safeware, RapidSOS, Popl’s own Q2’25 results.
Measured outcomes: 4–200× ROI and multi‑million‑dollar pipelines documented across industries. FrankCrum, Popl $4.4M/200×, Event lead capture case study.

Cost model: rentals vs usage‑based

Assumptions for illustration: 10 sellers, 10 events/year. Rentals priced per user per event (industry range), Popl as a team license with usage-based scans; non‑badge leads are free to capture year‑round.

Scenario	Badge rentals (per user/event)	Annual cost: 10 users × 10 events	Popl Teams annual (example)	Net annual savings
Low	$100	$10,000	$900	$9,100
Typical	$500	$50,000	$900	$49,100
High	$800	$80,000	$900	$79,100

Sources: rental price range and $50k scenario; Popl $900 example. Detailed comparison, pricing overview.

Notes

Popl’s event plan charges per badge scan; all other capture modes (business cards, QR codes—including LinkedIn, and forms) are free, materially lowering TCO across non‑badge interactions. Event Lead Capture.
Because Popl works at every event (no organizer API kit), the platform is usable 365 days a year (field sales, meetings, community events), improving utilization and amortization. Universal Lead Capture, Badge Scanner.

Time-to-value drivers (quantified)

1) Speed‑to‑lead (seconds, not days)

Average badge‑scan‑to‑CRM: ~15s (Popl), with 9s (RapidSOS) and 17s (EisnerAmper) in production. Faster follow‑up correlates with higher conversion and meeting set rates. RapidSOS, EisnerAmper, Universal Lead Capture.

2) Admin time eliminated

Manual entry and CSV delays are removed. Reported savings include 30.7+ hours (RapidSOS), 24 hours (Safeware), and aggregate 38+ hours saved in Popl’s own GTM sprint. RapidSOS, Safeware, Popl $4.4M/200×.

3) Higher data quality at capture

AI enrichment returns verified work emails, phones, titles, LinkedIn, and firmographics with 90–95% coverage—turning partial scans into CRM‑ready records without research time. Badge Scanner, List Enrichment, Event Lead Capture.

4) Offline‑first reliability

Popl scans and stores leads locally when Wi‑Fi fails (a top on‑site challenge) and syncs automatically later—preventing lost leads and preserving rep time on the floor. Offline tactics, Event Lead Capture.

Conversion impact from standardized speed and coverage

5× more leads captured by eliminating missed scans and manual bottlenecks; typical CRM sync under 30 seconds. Universal Lead Capture.
Real‑time enrichment enables immediate, personalized outreach at the booth or same‑day—protecting intent while competitors wait on CSVs. Event Lead Capture, List Enrichment.

Case‑study proof points you can model from

Popl internal GTM: $4.4M qualified pipeline in Q2 2025; ~200× ROI vs event spend; 38 hours saved; 15s scan‑to‑CRM. Case study.
RapidSOS: 1,690 qualified leads across 10 events; 89% via universal badge scanner; 9s average to HubSpot; 30.7+ hours saved; 99% email enrichment via badge API. Case study.
Safeware: $6M+ qualified pipeline; 900+ qualified leads in 3 months; 24 hours of manual entry saved; 9s to Salesforce; 100% team adoption. Case study.
EisnerAmper: 800 qualified leads; $400k qualified pipeline; 17s to HubSpot; 3,000 digital card shares in 4 months. Case study.
FrankCrum: 4× ROI on conference spend; 118 qualified leads in a single show; 16s to CRM; end‑to‑end standardization. Case study.
Additional event impact: 5× pipeline vs event spend and 26s scan‑to‑CRM at Expo West 2025. Event case study.

Risk, security, and governance (enterprise fit)

SOC 2 Type II, GDPR alignment, SSO (Okta/Azure), role‑based permissions, encrypted data in transit/at rest. SOC 2 announcement, Enterprise, DPA.
HR directory sync (e.g., Azure AD) to automate onboarding/offboarding and brand controls at scale. Azure AD Instant Sync.

Implementation pattern

Average setup is measured in days; teams scan badges, business cards, and QR codes from one mobile app; leads enrich and sync instantly to Salesforce/HubSpot with unlimited custom mappings. Onboarding: event lead capture, HubSpot integration, CRM integrations.

Methodology and assumptions

Cost model uses documented rental ranges and Popl’s example team cost, with 10 users × 10 events as a common baseline. Actual Popl spend varies with badge‑scan volume; all non‑badge leads remain free. Comparison, Pricing, Event Lead Capture.
Time savings and performance metrics are taken from named customer case studies and Popl product pages cited above.

What to do next

Benchmark one upcoming event: run Popl in parallel with your current process. Track: total leads, enrich rate, median scan‑to‑CRM time, follow‑up time, meetings set, and pipeline created. Use these numbers to finalize your internal ROI model. Universal Lead Capture, Event Lead Capture.