Free up your employees' time so they can focus on valuable work
Automation Savings and Payback Calculator
Calculate how much repetitive tasks cost your company today and how much you could save by automating them.
Calculate how much a repetitive task costs your company today
Saving just a few hours a week adds up to significant savings in the long run.
Results
Hours spent per year
450 h
450 h can be freed up
Current annual cost
€7,500
€625 a month
Savings over 3 years
€22,500
€7,500 a year
Pays for itself in
Enter the estimated budget to calculate it
Cumulative cost over 3 years
Your simulation will be attached to your message when you send the contact form on this page.
How it is calculated
- Cost per hour: the annual gross salary, including everything the employee costs the company, divided by the hours worked per year (working weeks × weekly hours). For example, with €30,000, 45 weeks and 40 hours: 30,000 ÷ 1,800 = €16.67 per hour.
- Hours per year: the time spent multiplied by the number of times it is repeated per year. If it is daily, it is multiplied by the working days of all the weeks; if weekly, by the working weeks; and if monthly, by 12.
- Savings: the current cost multiplied by the estimated automatable share, minus the monthly costs of the automation.
- Payback: the month in which the cumulative savings, after monthly costs, cover the budget.
- 45 working weeks: the 52 weeks of the year, minus 30 calendar days of vacation (about 22 working days) and the 14 public holidays of the working calendar in Spain. It can be changed in the calculation settings.
Current annual cost: €7,500. Savings over 3 years: €22,500.
Free your employees from monotonous, repetitive tasks
Each person will be able to spend more time on tasks where they contribute their knowledge, rather than on repetitive work that an automated system can handle. In the delivery notes example on this page, that is 12 hours a week of typing and moving data from one program to another: with 90% automation, the person gets back 486 hours a year.
Automate repetitive tasks
Repeatedly typing data between different programs, generating reports manually or sending reminders by email. You can find more details in process automation.
Artificial intelligence where it is needed
When a task requires reading documents, classifying information or drafting texts, artificial intelligence can take care of that part, while the rest of the process follows fixed rules. You can see how we apply it in AI process automation.
Not sure what to automate?
We analyze it with you. In an IT consulting engagement, we review how each area works, identify the tasks that take up the most time and suggest where it makes sense to start.
What the calculator does not measure: fewer errors, higher quality and less time
Financial savings are only part of the benefit of automation.
Fewer errors
Data moves from one program to another without anyone having to retype it, so duplicates, omissions and copying errors disappear. In the delivery notes example, the same data is entered by hand three times: in the management tool, in the project manager and in the invoicing program.
Higher quality
The risk of human error is eliminated: under the same conditions, processes are always carried out the same way and with precision. If AI is involved in advanced tasks, the user only needs to carry out the necessary checks.
Less time
Tasks that used to take hours or days are completed in minutes, and the customer receives their invoice, report or expected response sooner. In the same example, the invoice is generated as soon as the tasks are closed, without waiting for someone to transfer the data.
An example: from delivery notes arriving by email to the invoice sent
A common five-step process, without and with automation. Around 90% of it can be automated, requiring intervention only for review.
1. Receiving the delivery note by email
Without automation: A person opens it and enters the data into the management tool.
With automation: Its data is read and recorded in the management tool without intervention.
2. The tasks are created
Without automation: The delivery note data is entered again in the project manager.
With automation: The tasks are created automatically in the project manager from the delivery note, without entering the information again.
3. The job is closed
Without automation: When the tasks are finished, someone has to remember to mark the delivery note as completed.
With automation: When the tasks are finished, the delivery note is automatically marked as completed.
4. The invoice is generated
Without automation: The data is transferred manually to the invoicing program.
With automation: The data is transferred automatically to the invoicing program, which generates the invoice.
5. The customer is notified
Without automation: Someone prepares the email, attaches the invoice and sends it.
With automation: The customer receives a notification and the invoice by email, after review.
Human tasks
Without automation: Carrying out five steps by hand.
With automation: Supervising the result.
| Step | Without automation | With automation |
|---|---|---|
| 1. Receiving the delivery note by email | A person opens it and enters the data into the management tool. | Its data is read and recorded in the management tool without intervention. |
| 2. The tasks are created | The delivery note data is entered again in the project manager. | The tasks are created automatically in the project manager from the delivery note, without entering the information again. |
| 3. The job is closed | When the tasks are finished, someone has to remember to mark the delivery note as completed. | When the tasks are finished, the delivery note is automatically marked as completed. |
| 4. The invoice is generated | The data is transferred manually to the invoicing program. | The data is transferred automatically to the invoicing program, which generates the invoice. |
| 5. The customer is notified | Someone prepares the email, attaches the invoice and sends it. | The customer receives a notification and the invoice by email, after review. |
| Human tasks | Carrying out five steps by hand. | Supervising the result. |
Not everything can be 100% automated
That is why the calculator lets you indicate which part of each task can be automated. There are usually review, approval or decision steps that a person must carry out.
Validate and approve
Some steps require review or approval by a person, such as an invoice before it is sent, a high-value order or a change to a customer's terms.
Decide
When a decision depends on someone's judgment, the automation prepares the information and the person decides. For example, in our tender detection system, AI filters and summarizes each tender, and the company decides which ones to bid for.
Exceptions
Unusual cases are referred to a person, rather than forcing an automatic rule that does not fit them.
Recurring costs of automation
In addition to development, automation usually involves some recurring costs. We detail them in the quote, together with the period in which the investment pays for itself, if you request it. You can see what determines the cost of custom development. If you already know them, you can enter them in the calculator's monthly costs: they are deducted from each month's savings and you will see how the payback period changes.
Infrastructure and hosting
The server or cloud service on which the automation runs.
Technical support
If needed, to resolve incidents and adapt the automation when the programs it connects to change.
Licenses
Those for any third-party tools used by the automation.
Use of artificial intelligence APIs
If the automation uses an AI model from an external provider, its cost depends on usage.
Send us your simulation
We will review your data and contact you to prepare a real quote and calculate how long it will take for the requested automation to pay for itself.