Automation ROI calculator
See the hours it really hands back.
Arithmetic on your own estimates, once review, exceptions and upkeep are counted. Not a forecast.
Try the calculatorThe film is unavailable. You can read what it shows below.
What the film shows, in words
- See the hours it really hands back.
- 120 runs a month. 25 minutes each. 50 hours by hand.
- 14.8 hours stay with a person. 35 come back.
- If 30% need a person, for 45 minutes each: 13 hours come back.
- USD 174 a month. 23.0 months to pay for the build.
- With exceptions at 6%: 35 hours, 7.1 months. Count what stays.
The demo: the worked example, one input at a time
ExampleStep 1 of 4Illustrative example. Your own numbers are not changed.
50 hours by hand. 35 come back.
Gross capacity: by hand 50 hless review 6 hless exceptions 4.8 hless upkeep 4 hNet capacity: handed back 35 h
Time saved is only value if it is used. Decide in advance what the freed hours will be spent on.
Runs that still need a person 12%Minutes per exception 20 minutes
- Kept with a person: 6 + 4.8 + 4 = 14.8 h.
- Handed back: 50 minus (6 + 4.8 + 4) = 35.2 h, printed as 35 h.
- After automation: 108 + 86.4 + 72 + 60 = USD 326.4 a month, against USD 900 by hand. Saving: USD 574.
- 4,000 ÷ 573.6 = 7.0 months. 573.6 × 24 minus 4,000 = USD 9,766 over two years.
- Break-even in about 7.0 months.
Payback over two years
Now your task. Count what stays.
The full result
Work out what automating a recurring task is really worth once review time, exceptions that still need a person, maintenance and running costs are subtracted. The calculator shows monthly savings, the break-even point and the input that matters most.
The comparison below moves seven of the nine inputs, one at a time. Minutes per exception and maintenance are not among them; change those above to see what they do.
| Hours a month | Hours | Of gross |
|---|---|---|
| By hand today: gross capacity | 50 h | 100% |
| Review: stays with a person | 6 h | 12% |
| Exceptions: stay with a person | 4.8 h | 10% |
| Maintenance: stays with a person | 4 h | 8% |
| Handed back: net capacity | 35.2 h | 70% |
- Automated, after all costs
- By hand todayUSD 900
- Automated (review, exceptions, maintenance, running)USD 326
- Minutes by handUSD 4,366 to USD 15,166
- Runs a monthUSD 5,533 to USD 14,000
- Staff costUSD 5,965 to USD 13,568
- Build costUSD 10,766 to USD 8,766
- Review timeUSD 10,414 to USD 9,118
- Exception rateUSD 10,285 to USD 9,248
- Running costsUSD 10,126 to USD 9,406
Line: base case, USD 9,766.
What it means
- Strength: Break-even in about 7.0 months.
- Note: Time saved is only value if it is used.Decide in advance what the freed hours will be spent on.
GKM Strategic Advisory & AI
Automation value report
Your organisation
- Net saving a month
- USD 574
- Break-even
- 7.0 months
- Top driver
- Minutes by hand
35 h handed back a month.
PDF · 24 September 2026
Your full report
Automation value report, by email once delivery is connected.
Automation value report (PDF): time and cost scenarios with the break-even point
Tool: Automation value calculator Result: USD 574 a month · break-even 7.0 mo Request: please scope this automation (SVC-103).Send as a brief
How it is worked out, and its limits.
The sum is published so you can check it. Every figure on this page comes from it, and from the numbers you enter.
Method
- 01
Manual cost = runs × minutes ÷ 60 × staff cost.
- 02
Automated cost = runs × review minutes + runs × exception rate × exception minutes (both ÷ 60 × staff cost) + maintenance hours × staff cost + running costs.
- 03
Break-even = build cost ÷ monthly net saving.
- 04
Hours: gross capacity = runs × minutes ÷ 60. Net capacity = gross capacity − review hours − exception hours − maintenance hours. The time-only view stops there: no staff cost, build cost or running cost enters it.
What it cannot tell you
- It assumes today’s volumes and error rates hold.
- Build estimates are yours; complex integrations often cost more.
- Freed time is only a saving if it is redeployed.
- A currency is a label on your own figures: nothing is converted, and no staff cost is assumed for you.
Quality ruleSubtract review, exception and maintenance cost; expose formula.
The sum is yours. The build can be scoped.
This page does arithmetic on your estimates. A scoping conversation tests them: what causes the exceptions, what the build involves, and what the freed hours will be used for.
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Michael GagakumaTool ownerBook Michael · from USD 90