AI ROI CALCULATOR

What could improving one workflow be worth?

Start with a task your team repeats. Estimate the time it takes now and the time it could take after a change, including any review or checking that remains.

See the capacity that could be released, then add costs if you want to explore the wider trade-off.

Time released is capacity you can use elsewhere. It only becomes a cash saving if your actual spending falls.

The task

Total across the whole team. Do not multiply again by headcount.

times a week

Combined time of everyone involved, not elapsed waiting time.

minutes

Include checking, exceptions and remaining administration.

minutes

Weeks this workflow operates. Set to 48; change it if your year differs.

weeks
Costs (optional, in GBP)

Leave a cost blank if you do not know it. Enter 0 only if there is genuinely no cost.

Blended employment cost for the people doing the task, not a selling rate.

£per hour

Include external fees and internal setup, testing and training cost you want counted.

£one-off

Incremental software, maintenance and support. Exclude existing costs that will continue unchanged.

£per month

Your estimate

Enter the details of one recurring task, then select Calculate My Estimate. You will see:

  • the staff hours the change could release each year and month
  • the value of that capacity, if you add a staff cost
  • a first-year comparison with implementation and running costs, if you add both costs

No email address is needed. Your figures stay in your browser and are not stored or sent.

Key assumptions. The estimate assumes a full year at the activity level you enter, with the new process working as described from the start. Running costs are paid across all 12 months. Monthly figures average across 12 calendar months. Rollout delay and gradual adoption are not included. Payback is measured from the start of full operation.

How this is calculated
  • Current annual hours = tasks per week × current minutes per task × active weeks ÷ 60.
  • Future annual hours = tasks per week × expected minutes after the change × active weeks ÷ 60.
  • Hours released = current annual hours − future annual hours. The monthly figure divides this by 12 calendar months.
  • Reduction in staff time per task = (current minutes − expected minutes) ÷ current minutes.
  • Annual value of released capacity = hours released × staff cost per hour.
  • First-year costs = one-off implementation cost + 12 × monthly ongoing cost.
  • First-year net capacity value = annual capacity value − first-year costs.
  • Capacity-based ROI, first year = first-year net capacity value ÷ first-year costs. Not shown when there are no costs above £0.
  • Indicative capacity-based payback (months) = one-off cost ÷ ((annual capacity value − 12 × monthly cost) ÷ 12). Shown only when there is an upfront cost and that ongoing net value is above zero.

All figures are calculated unrounded and rounded only for display: hours to one decimal place, money to the nearest pound and percentages to one decimal place. Calculation model version v1.

Use this as a starting point.

The result is based on the figures you entered. It assumes the new process works as described and is used consistently. Actual value depends on implementation, adoption and what your business does with the released time.

If you are unsure how much time could be reduced, try several assumptions. A small pilot and a measured baseline can help you assess what is realistic.

Need help choosing a workflow? Explore AI business consultancy.