This calculator models one recurring workflow. Change the example inputs to your own estimates. All calculations happen in your browser; calculator inputs are not submitted to CCAiHelp.
How the calculation works
Baseline hours = monthly occurrences × current minutes ÷ 60.
Hours recovered = occurrences × handled share × (current minutes − review minutes) ÷ 60. A negative result means the proposed workflow adds time.
Monthly capacity value = hours recovered × value per hour. Monthly cash benefit = avoidable cash costs − new operating costs.
Combined modeled benefit = capacity value + cash benefit. Simple payback = implementation cost ÷ positive monthly benefit. Cash-only payback uses cash benefit; the capacity-inclusive scenario uses the combined figure.
No positive monthly benefit means this model has no payback. The calculation does not include taxes, financing, discount rates, changes in revenue, or uncertainty in how much recovered capacity you can use.
The default example
At 200 occurrences, six minutes each, 80% coverage, and one minute of review, the model recovers 13.3 hours per month. At $30 per hour, that is $400 of capacity value. With $150 in new monthly costs and no canceled spending, cash benefit is −$150 and combined modeled benefit is $250.
A $3,000 implementation has a 12-month capacity-inclusive simple payback in that scenario. It has no cash-only payback. These are illustrative assumptions, not CCAiHelp prices or a forecast for your business.
Use a conservative scenario too.
Reduce coverage, increase review time, and include the cost of maintaining the workflow. Then ask whether the project still makes sense. If a saved hour cannot be used for valuable work, its practical capacity value may be lower than the rate entered.
Read the buy-versus-build guide or bring your assumptions to a Business Automation Review.