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ROI calculator for AI automation

Estimate monthly savings, payback period and 12-month ROI of an automation project before signing off.

Current process
Data of the process you want to automate
01 · BASELINE
Monthly hours spent on the process
Total, across all people involved
120h/mo
0 h500 h1000 h
Average cost per hour
Loaded salary (gross + employer costs)
35€/h
10 €80 €150 €
% of process automatable
Typical range: 40-70 % in back-office
60%
0 %50 %100 %
System cost
Initial investment and monthly operating cost
02 · INVESTMENT
Estimated project cost
Fixed pilot fee (one-off)
18k€
075k150k
Monthly operating cost
AI tokens + infra + maintenance
450€/mo
02.5k5k

How to interpret the numbers.

  • Payback < 6 months · Clearly viable pilot. Sign off without hesitation.
  • Payback 6–12 months · Viable but validate assumptions with real data first.
  • Payback > 12 months · Review % automatable or cost. Usually signals wrong process choice.
  • Negative ROI · Not your first pilot. Choose one with more volume or lower implementation cost.
  • This calculator does not value error reduction (rework, penalties)
  • Nor does it count improved client response times (retention impact)
  • Nor extra capacity to absorb growth without hiring
  • When you include those three dimensions, real ROI is usually +30-60 % higher
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