Automation ROI (Payback) Calculator

Is automating a task actually worth it? This automation ROI calculator answers that. Enter how often it runs, how long it takes by hand and what that time costs, and see the monthly saving, the payback period and what happens if automation delivers only half of what you hope.

Private by design: it runs in your browser and nothing you enter is sent to us.

The task today

Task name (optional)

How often does it run?

Per

Minutes of staff time per run Total across everyone involved.

Cost of one hour of that time Include salary plus employer costs.

The automation

Share of the work it will handle: 70% Your assumption, not a benchmark. Be conservative: exceptions and edge cases usually stay manual.

One-off setup cost Build, configuration, integration, training.

Running cost per month Software, hosting, usage fees.

Hours per month to review and maintain Checking exceptions, fixing breakages.

Other monthly savings (optional) Only what you can put a number on, such as avoided rework.

Your result

Enter how often the task runs, how long it takes by hand, and what an hour of that time costs, and your result appears here.

Payback

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Net benefit per month

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Net hours saved per month

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12-month net result

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Today: –

Stress test: –

Break-even: –

These are estimates from your own inputs, not guarantees.

How the numbers are worked out

There are no hidden benchmarks in this calculator: every figure comes from what you type. The formulas are simple enough to check by hand.

Result	How it is calculated
Runs per month	Runs entered, converted to months (52 weeks ÷ 12, or 260 working days ÷ 12).
Manual hours per month	Runs per month × minutes per run ÷ 60.
Net hours saved	Manual hours × share automated, minus the hours you spend reviewing and maintaining it.
Net benefit per month	Net hours saved × hourly cost, plus any other savings, minus the monthly running cost.
Payback	One-off setup cost ÷ net benefit per month. If the net benefit is zero or negative, there is no payback.
12-month net result	Net benefit × 12, minus the setup cost.
Stress test	The same calculation with the share automated cut to half.

Costs people forget

Exceptions. Automation rarely handles every case. The odd ones still land on a person, which is why the share automated should be modest.
Maintenance. Connected systems change. Budget a few hours a month to keep it working.
Review time. Someone has to check the output, especially in the first months.
Change and training. The team has to learn the new process, and that takes time away from other work.
Data and security work. Where the data lives and who can see it is a real cost and sometimes a legal requirement.

Automation payback calculator FAQ

What is a good payback period?

There is no universal threshold. A shorter payback means less risk, and what counts as good depends on your alternatives and how stable the process is. The labels in this tool (under 6, 12 and 24 months) are rough rules of thumb, not an industry standard.

How do I estimate the share of work automation will handle?

Look at the last 20 or so instances of the task and count how many followed the standard path with no judgement calls. That fraction is a sensible upper bound. Then use the stress test to see what happens if you are too optimistic.

Does this include the value of fewer mistakes?

Only if you add it under "other monthly savings". Count only what you can measure, such as the cost of rework or credit notes you issued last quarter.

Is my data stored?

No. The calculation runs in your browser. The page address updates with your inputs so you can bookmark or share the result. Treat that link like any other and do not share it if the numbers are confidential.

Writing prompts for the task you want to automate? The prompt builder can help you draft them.

Disclosure: AI Web Reporter is connected to BMaiKR, an AI automation services company. This calculator is independent of any BMaiKR service and works the same whoever you choose to build with.