Cost & Savings Report: Steward Your Text Ministry Budget Wisely
Every text you send costs a fraction of a penny—but at scale, those fractions add up. If your church sends 10,000 texts a month, that’s real money. Weekly reminders, event announcements, prayer chain updates, and gospel invitations all carry a per-message cost. How much is your text ministry actually spending? And are there ways to save without reducing your reach?
Why Budget Visibility Matters for Churches
Churches are called to steward resources well. That includes knowing exactly what you spend on communication tools. The Cost & Savings Report gives you clear visibility into your text messaging spend: total estimated cost, cost per subscriber, cost per message, and a per-campaign breakdown so you can see which broadcasts drive the most expense. With that data, you can plan budgets, justify ministry investment to leadership, and identify opportunities to trim costs without cutting engagement.
For finance teams preparing annual budgets, the report includes a projected annual cost based on your recent activity. For communications directors wondering whether to send that image-heavy announcement as MMS or plain text, the report explains how SMS vs. MMS pricing works and when each choice makes sense. And for anyone who wants to optimize spend, the AI Stewardship Advisor analyzes your data and offers tailored savings recommendations.
SMS vs. MMS: Understanding Segment Pricing
Text messaging costs depend on message type. SMS (plain text) is billed per segment. A segment is up to 160 characters. If your message exceeds 160 characters, it splits into multiple segments—each charged separately. So a 320-character message costs roughly twice as much as a 160-character one. MMS (messages with images, video, or other media) are billed at a flat rate per message, which is typically higher than a single SMS segment. When images aren’t essential, choosing SMS over MMS can save significantly.
The report shows your SMS vs. MMS mix, cost allocation by type, and per-campaign details including segment count. You can see which campaigns used multi-segment SMS and which used MMS, so you can make informed decisions about future message design.
AI Stewardship Tips: A Standout Feature
One of the most valuable features of the Cost & Savings Report is the AI Stewardship Advisor. Rather than leaving you to interpret raw numbers alone, the AI analyzes your messaging patterns and delivers actionable recommendations: optimize message length to reduce segments, consider SMS over MMS when images aren’t necessary, clean up subscriber lists to remove invalid numbers, consolidate overlapping lists, and time your sends for better engagement. The AI frames everything in ministry context—celebrating efficiency and gently suggesting savings where applicable. It’s like having a stewardship consultant built into the report.
From Data to Action
Imagine a youth pastor planning a summer camp text blast. The Cost & Savings Report shows that last month’s similar campaign cost $45 and reached 800 subscribers. A children’s minister reviewing the schedule breakdown notices that three campaigns with long messages (over 160 characters) drove 40% of the period’s cost. A finance director preparing the annual budget pulls the projected annual cost and average monthly spend. And a senior pastor opening the AI Stewardship Advisor gets a one-page summary of savings opportunities and ministry investment value.
The report supports flexible date ranges: Current month, Last Week, Last Month, Last 90 Days, Last Year, or Year to Date—plus a custom date picker. You can export the data as CSV, print or save as PDF, and schedule automated email delivery to key staff. In this article, we’ll overview the OnlineGiving.org Cost & Savings Report feature.
Cost & Savings Report User Guide:
The Cost & Savings Report at /admin/textmessagingreports/costs provides messaging cost estimation and budget analysis for your church’s text ministry. It displays total estimated spend, cost per subscriber, cost per message, a per-campaign schedule breakdown, monthly cost trends, projected annual cost, segment pricing details, and an AI-powered Stewardship Advisor with savings recommendations. Access requires the Text Marketing plan and a courtesy number. Users with Text Marketing Admin or Donor Admin role can view the report.
Key Takeaways
- Cost Summary Cards: Total estimated cost, cost per subscriber, cost per message, and total messages delivered at a glance.
- Schedule Breakdown Table: Per-campaign cost details showing campaign title, list name, delivered count, message type (SMS/MMS), share of total cost, and estimated cost. Ranked by cost by default.
- Monthly Cost Trend: 6–12 month chart showing estimated costs over time for budget planning.
- Projected Annual Cost: Average monthly cost multiplied by 12 for annual budget forecasting.
- Segment Pricing: SMS billed per segment (up to 160 characters each); MMS billed per message at a higher flat rate.
- Carrier Rates: Cost varies by carrier and message type; the report uses standard industry rates for estimation.
- AI Stewardship Advisor: AI analysis with cost-saving recommendations—optimize message length, reduce segments, consider SMS over MMS, consolidate lists, and schedule timing.
- CSV Export & Email Scheduling: Export campaign data as CSV and schedule automated report delivery.
Table of Contents
- Report Overview
- Filters and Date Range
- Cost Summary Cards
- Schedule Breakdown Table
- Monthly Cost Trend
- Average Monthly and Projected Annual Cost
- Segment Pricing Explained
- Carrier Rates
- AI Stewardship Advisor
- Savings Opportunities
- CSV Export and Email Scheduling
- Frequently Asked Questions
Report Overview
How to Access the Report
To open the Cost & Savings Report:
- Log in to the control panel.
- Click “Text Marketing” in the left navigation menu.
- Click “Reports”.
- Click “Cost & Savings” (or navigate directly to /admin/textmessagingreports/costs).
Plan and Role Requirements
Access to the Cost & Savings Report requires the Text Marketing plan and a courtesy number. Users must have the role Text Marketing Admin or Donor Admin. If you do not see the report, verify your plan and role with your domain administrator.
Filters and Date Range
The report includes a filter bar at the top with period segments and a custom date range picker. Use it to analyze costs for different time periods.
Date Range Options
Use the date range picker to select a custom start and end date. Preset ranges are also available: Current (current month to date), Last Week (previous Monday through Sunday), Last Month (previous calendar month), Last 90 Days (rolling 90 days from today), Last Year (previous calendar year), and Year to Date (January 1 through today). Click “Run Report” to apply your selections.
Period Selector
Quick period links provide one-click date range changes. The report defaults to the current month when no range is specified. Changing the period updates all metrics, charts, and the schedule breakdown.
Cost Summary Cards
Four at-a-glance metric cards appear at the top of the report:
- Total Estimated Spend: Total estimated cost for all scheduled broadcasts in the selected period. Shows campaign count as context.
- Messages Delivered: Total number of messages successfully delivered. Subtitle shows the SMS vs. MMS percentage split.
- Active Subscribers: Current total subscribers across all your text lists. Used to calculate cost per subscriber.
- Cost Per Message: Average cost per delivered message across all campaigns. Lower when more messages are SMS and under 160 characters.
A Ministry Reach banner may appear when you have active subscribers and messaging activity. It shows how many subscribers you reach for your average monthly spend and the cost per person per month—helpful for framing text ministry as a stewardship investment.
Schedule Breakdown Table
The Campaign Cost Breakdown table lists every scheduled broadcast sent during the selected period, ranked by estimated cost (highest first). Each row represents one campaign. The table is sorted by cost by default so you can quickly identify your highest-spend campaigns.
Table Columns
| Column | Description |
|---|---|
| # | Rank by estimated cost (1 = highest cost campaign). |
| Campaign | Campaign title from the text schedule. |
| List | Subscriber list name the campaign was sent to. |
| Delivered | Number of messages successfully delivered for that campaign. |
| Type | SMS (plain text) or MMS (image/video). SMS is typically cheaper per message; MMS has a higher flat rate. |
| Share | This campaign’s percentage of total period cost, with a visual bar. |
| Est. Cost | Estimated cost for this campaign based on delivered count, message type, and segment count. |
A footer row shows the total delivered count and total estimated cost across all campaigns. Use this table to identify your highest-cost campaigns and decide whether to shorten messages, switch from MMS to SMS where possible, or consolidate lists.
Segments Explained
Messages over 160 characters are split into multiple segments. Each segment is charged separately. For example, a 320-character SMS uses two segments and costs roughly twice as much as a 160-character message. The CSV export includes the Segments and Unit Cost columns for each campaign, so you can analyze which campaigns use multi-segment SMS and their per-message cost.
Monthly Cost Trend
When you have messaging activity over the past 6–12 months, the report displays a Monthly Cost Trend chart. It shows estimated costs by month so you can spot seasonal patterns, growth trends, or sudden spikes. A companion Message Volume chart shows delivered message counts by month. Use these charts for budget planning and to understand how your text ministry volume has changed over time.
Average Monthly and Projected Annual Cost
When the monthly trend has data, the report calculates an Average Monthly Cost from the trend period and a Projected Annual Cost (average monthly × 12). These projections help with annual budget planning. The report also shows Cost Per Person Per Month (average monthly cost divided by active subscribers) and Average Cost Per Campaign when applicable.
Note: Projected annual cost is an estimate based on recent activity. Actual costs may vary with message volume, SMS vs. MMS mix, and carrier pricing.
Segment Pricing Explained
Understanding how SMS and MMS are billed helps you make cost-effective messaging decisions.
SMS Segments
SMS messages are billed per segment. One segment holds up to 160 characters (including spaces). A message of 161–320 characters uses two segments; 321–480 uses three, and so on. Each segment is charged at the SMS rate. So a 200-character message costs roughly twice as much as a 100-character message. Keeping messages under 160 characters avoids extra per-segment charges.
The report shows the segment count per campaign in the CSV export. Campaigns with multiple segments are flagged in the AI Stewardship Advisor and Savings Opportunities sections as potential savings targets.
MMS Pricing
MMS messages (those with images, video, or other media) are billed at a flat rate per message, regardless of length. This rate is typically higher than a single SMS segment. When images aren’t essential, choosing SMS over MMS can save significantly. The report displays your SMS vs. MMS cost allocation and volume split so you can see how much of your spend comes from MMS.
Carrier Rates
The report includes an Estimated Rates section showing your current SMS rate per segment and MMS rate per message. Cost varies by carrier and message type—the report uses standard industry rates for estimation. Rates vary by number type (toll-free, long code, or short code). These are estimates; actual carrier charges may vary based on volume discounts, carrier fees, and message delivery. For actual pricing and volume discounts, visit your provider’s pricing page.
AI Stewardship Advisor
The Stewardship Advisor panel provides AI-powered analysis of your report data. The AI generates a stewardship snapshot (how your costs compare to people reached), savings opportunities (message length, SMS vs. MMS, list hygiene), and encouragement framed in ministry context. You can expand or collapse the full analysis. A “Briefing PDF” button generates an executive-style PDF of the AI summary only for sharing with leadership.
The briefing is cached per domain and date range for performance. The AI is designed to be encouraging and stewardship-focused—celebrating efficiency and gently suggesting savings where applicable.
Savings Opportunities
A dedicated Savings Opportunities section shows contextual tips based on your data:
- SMS over MMS: When MMS represents a large share of your costs, the report suggests using SMS when images aren’t essential, with estimated potential savings.
- Shorten messages: When campaigns use multi-segment SMS (over 160 characters), the report recommends keeping messages under 160 characters to avoid extra per-segment charges.
- Twilio.org Nonprofit Credit: For eligible organizations, the report may remind you about the Twilio.org nonprofit program ($500 credit and 25% ongoing discount).
These tips are generated dynamically based on your actual usage patterns.
CSV Export and Email Scheduling
CSV Export
Click “Export CSV” to download the schedule breakdown data as a CSV file. The export includes columns: Campaign, List, Delivered, Type, Segments, Unit Cost, and Estimated Cost. The export respects the current date range. Use the CSV for spreadsheets, external analysis, or archiving.
Email Scheduling
Click the email (envelope) icon to open the Email Notification Settings modal. Configure automated delivery of the Cost & Savings Report on a recurring schedule (e.g., weekly, monthly). Select recipients from your admin email list. Reports are sent at the configured frequency with the selected period. This keeps finance and communications staff informed without requiring them to log in.
You can also use “Print” to print the report from your browser, or “Save as PDF” to download the full report including all charts and tables.
Frequently Asked Questions
How are costs calculated?
Costs are estimated using per-segment rates for SMS (one segment = up to 160 characters) and per-message rates for MMS. For each campaign, the report multiplies delivered count by the segment count (for SMS) or 1 (for MMS) and applies the appropriate rate. The rates used are standard industry estimates that vary by number type (toll-free, long code, short code). Actual carrier charges may differ.
Are these actual charges or estimates?
These are estimated costs based on standard per-segment (SMS) and per-message (MMS) rates. Actual carrier charges may vary based on volume discounts, carrier fees, and message delivery. Use the report for budget planning and trend analysis; refer to your provider’s billing for exact amounts.
What’s a segment?
A segment is a unit of billing for SMS. One segment holds up to 160 characters. Messages over 160 characters are split into multiple segments, each charged separately. For example, a 320-character message uses two segments. Keeping messages under 160 characters minimizes segment count and cost.
Why do MMS messages cost more?
MMS messages (with images, video, or other media) require more bandwidth and carrier processing than plain text. Carriers charge a higher flat rate per MMS message. When images aren’t essential for your message, using SMS instead of MMS can reduce costs significantly.
How can we reduce costs?
Several strategies can help: (1) Keep SMS messages under 160 characters to avoid multi-segment charges. (2) Use SMS instead of MMS when images aren’t necessary. (3) Clean up subscriber lists to remove invalid or opted-out numbers—fewer failed deliveries means less waste. (4) Consolidate overlapping lists to reduce duplicate sends. (5) Review the AI Stewardship Advisor and Savings Opportunities sections for tailored recommendations.
What’s included in the projected annual cost?
The projected annual cost is the average monthly cost (calculated from your monthly trend data) multiplied by 12. It assumes your recent messaging volume and mix will continue. Use it as a budget planning estimate; actual annual spend will depend on future activity.
Does the report include keyword and chatbot costs?
No. The Cost & Savings Report includes only scheduled broadcasts (campaigns sent from the Text Msg Schedules). Keyword autoresponder and chatbot message costs are not included. This keeps the report focused on planned, bulk messaging spend.
Who can access the Cost & Savings Report?
Users with the Text Marketing Admin or Donor Admin role can access the report. Your domain must have the Text Marketing plan and a courtesy number. If you don’t see the report, contact your domain administrator to verify your plan and role.
Need help setting up or interpreting the Cost & Savings Report? OnlineGiving.org offers courtesy setup assistance. Contact us at support@onlinegiving.org or (615) 206-4000.