AI automation ROI calculator
Estimate how a proposed automation changes staff workload, capacity value and payback under your own assumptions. Include residual review effort, maintenance and running costs instead of treating every saved minute as cash. Compare the simplified estimate with a measured pilot before committing to implementation or a wider rollout.
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Define the permitted task and its owner with the AI automation planning guide before entering a saving assumption.
Model a scenario, not a promise.
Estimate how a proposed automation changes staff workload, capacity value and payback under your own assumptions. Include residual review effort, maintenance and running costs instead of treating every saved minute as cash. Compare the simplified estimate with a measured pilot before committing to implementation or a wider rollout.
Your illustrative scenario.
Inputs stay in this tab. No calculator values are submitted or saved.
All financial inputs use the same currency chosen by you; no exchange-rate conversion is performed. Released staff capacity is not automatically a cash saving. The default cash realization is zero. Annual values assume 12 identical months and exclude taxes, discounting, financing and transition disruption.
How this calculator works.
Monthly baseline = people × weekly hours × 52 ÷ 12. Released hours = baseline × eligible share − residual review and maintenance. Capacity value = released hours × hourly cost. Net capacity value = capacity value − monthly running cost. Cash benefit applies your cash-realization percentage to positive capacity value, then deducts running costs. Negative capacity is treated as an added workload cost. Payback = setup cost ÷ positive monthly benefit.
The connected AI and software guide distinguishes model interpretation from deterministic rules. Use the integration checklist to include retry, reconciliation and exception work in the monthly estimate.
| Choice | Useful when | Boundary to check |
|---|---|---|
| Staff capacity | Hours available for other work | Measure whether the workflow still meets quality requirements. |
| Cash benefit | Actual avoidable cost or realized financial benefit | Enter a defensible realization share; do not assume 100%. |
| Pilot decision | Time, cost, review burden and recovery | Test failure paths and update the assumptions. |
A worked example.
Three people spending five hours each week give 65 hours per month. At 60% eligibility and four residual hours, the model releases 35 hours. At 25 currency units per hour less 150 in running cost, monthly net capacity value is 725. With zero cash realization, cash benefit is −150 rather than a claimed 725 saving.
These figures demonstrate the formula. They are not client results or delivery commitments.
Use the task-level automation planner when you know volumes and minutes per task. The software scope estimator explores a separate delivery range; capacity-value payback does not determine a project schedule.
Use the result to scope the next step.
Compare existing products using the custom software versus SaaS guide, and plan fallbacks with the resilient systems guide. When automating lead handling, the funnel measurement guide helps distinguish faster handling from recorded revenue. Scope AI automation and custom software against the same pilot acceptance criteria.
Continue with task-level automation capacity planner, AI workflow planning guide, AI and automation services. Browse all free planning tools or discuss your assumptions with JC TechLabs.