# How to budget an employee wellness program

> Budget a wellness program in steps: headcount, per-person cost, one-time versus recurring costs and a pilot. A 100-person example on Nutrola's staff price is $3,200 a year.

Updated: 2026-11-05

## In short

- Start with headcount, then multiply by the per-person price.
- Separate one-time costs from recurring costs, and check renewal terms.
- Run a small pilot before committing to a full year.
- Agree on totals-only reporting before the program starts.

A wellness program budget starts with headcount and a per-person price. Multiply the two, then add any one-time costs and recurring costs, plus the internal time the program needs. For example, 100 people on Nutrola's staff price cost $3,200 for 12 months, paid once.

## What steps should you follow?

1. Count the people who will join, and decide who is in scope: staff only, or also trainers and other groups.
2. Get the per-person price for that headcount. Nutrola's price depends on the seat count.
3. Multiply the headcount by the per-person price to get the yearly cost.
4. Separate one-time costs from recurring costs, such as renewals and extra seats.
5. Add internal time for announcements, the email list and reporting reviews.
6. Start with a pilot before you commit to the full year.
7. Decide now how the program will report results, using totals only.

## What does a 100-person example look like?

| Line | Amount | Note |
|---|---|---|
| Staff licenses, 100 people | $3,200 | $32 per person for 12 months, 61 to 150 tier |
| Optional pilot, 10 people | $70 | 4-week challenge at $7 per participant |
| Internal time | Your estimate | Announcements, list management, reviews |
| Renewal | Not automatic | Staff licenses do not auto-renew |

The total you approve should include the internal time, even if it is not paid to a vendor.

## Why separate one-time and recurring costs?

One-time costs are easy to plan because they end when the payment is made. Recurring costs repeat, so they need a renewal date in the budget. Some team plans renew automatically unless someone turns the renewal off. Nutrola's staff licenses are a one-time payment with no auto-renewal, so each new year is a separate decision. Read the renewal clause of any plan before you approve it.

## Why start with a pilot?

A pilot shows whether the group uses the program before you buy for everyone. The Nutrola 4-week challenge costs $7 per participant with a minimum of 10 people, includes one free setup week, and ends on its own. If the pilot works, the budget moves to staff licenses for the full headcount.

## What should the reporting budget cover?

Decide what you will measure before you start. Nutrola's organization view shows the number of people on the list, the number who activated, the number who are active, and the average number of days with a logged meal. It never shows anyone's meals, photos, weight or details. Plan a little time each month to review those totals.

## How should the budget be approved?

Put the total, the per-person price, the payment method and the review plan on one page. Leaders can then approve the pilot first and the full year second. Nutrola invoices from Monorra LLC (Delaware) and accepts card payments, including government purchase cards, or bank transfer.

For more on pilots, read [how to run a pilot before a company-wide rollout](https://business.nutrola.app/guides/how-to-run-a-pilot-before-a-company-wide-rollout/). For ideas that cost less, see [employee wellness program ideas on a budget](https://business.nutrola.app/guides/employee-wellness-program-ideas-on-a-budget/).

## How to get started

Write the headcount, the per-person price and the one-time and recurring costs on one page, then request a quote at [/quote/](https://business.nutrola.app/quote/) or email partnerships@nutrola.app.

## Quick answers

### What is the smallest budget to start?

A 4-week challenge for 10 people costs $70 with Nutrola, plus one free setup week.

### Is the staff price per month or per year?

Nutrola's staff prices are per person per year. Divide by 12 for a monthly view, so $35 a year is about $2.92 a month.

### Should we budget for renewals?

Check the renewal terms first. Nutrola's staff licenses do not auto-renew, so a renewal is a decision you make when the term ends.

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Last updated: 2026-11-05
Contact: partnerships@nutrola.app
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