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Workflow ROI calculator

Estimate the ROI of a better workflow.

Estimate capacity value, first-year return and payback for one manual workflow. Transparent maths, no email gate.

Planning estimate only. Not a savings guarantee or implementation quote.

Start calculating

Build an estimate

Start narrow. Keep every assumption visible.

Use typical weekly figures, not peak periods. Add expected first-year delivery, software and change costs for a genuine ROI range.

Your assumptions

Price one workflow.

People who touch this workflow during a typical week.

Average time each person spends on this workflow per week.

hrs

Salary, employment on-costs and relevant overhead per hour.

$

Implementation, software and change costs. Replace this example with your budget or quote.

$

Share that could be removed after exceptions, review and human handoffs.

40%

Planning estimate

Potential annual capacity valueUSD

$21,120to$42,240

Lower bound captures 50% of your selected opportunity. Upper bound captures it in full.

Annual manual workload

1,920 hours

384 to 768 hours
potentially recoverable

Current workload40% selected opportunity

Potential first-year ROI

6% to 111%

Simple payback period

6 to 11 months

Current labour value: $105,600First-year investment: $20,000
See calculation

Annual workload = people × weekly hours × 48 working weeks.

Capacity value = annual workload × loaded hourly cost × selected reducible share.

Planning range = 50% to 100% of that selected opportunity.

ROI = (capacity value − first-year investment) ÷ first-year investment.

This values capacity, not guaranteed cash savings. An audit validates workflow volume, exceptions, feasibility and implementation cost.

Validate this workflow in an audit

Use the number well

An estimate starts the business case. It does not finish it.

  1. 01

    Choose one repeated workflow

    Use a specific process such as lead follow-up, reporting, appointment handling or document entry. Mixed workflows hide useful detail.

  2. 02

    Use loaded labour cost

    Include employment on-costs and relevant overhead, not salary alone. The estimate values capacity currently committed to the work.

  3. 03

    Validate before investing

    Check volume, exceptions, system access, risk and implementation cost. Not every theoretically reducible hour should be automated.