Flowgrammer

Automation ROI Calculator: Build Guide and Reproducible Assumptions

A reproducible guide to the calculator inputs, formulas, limits, and test cases.

— Craig Major

This guide documents the assumptions behind an automation ROI calculator so another builder can reproduce the result, test the inputs, and explain the limits. The calculator is a planning aid. It is not a promise of savings or revenue.

Inputs

Collect the following inputs for one repeatable process:

  • number of occurrences in the period;
  • minutes spent per occurrence;
  • loaded hourly cost of the person doing the work;
  • percentage of the work that is repetitive or rules-based;
  • expected percentage of the repetitive portion the proposed system can support;
  • implementation cost;
  • recurring software or data cost;
  • review and maintenance cost.

Use a period the business understands, such as a month. If an input is unknown, leave it visible and label the result as a range rather than filling in a flattering estimate.

Formulas

Estimated current hours per period:

occurrences x minutes per occurrence / 60

Estimated addressable hours:

current hours x repetitive share

Estimated supported hours:

addressable hours x supported share

Estimated labour value supported:

supported hours x loaded hourly cost

Estimated monthly operating benefit:

labour value supported - recurring software and data cost - review and maintenance cost

Simple payback estimate:

implementation cost / estimated monthly operating benefit

If the monthly operating benefit is zero or negative, do not display a payback period. Explain that the process may still have quality, speed, or customer-experience value, but the current assumptions do not support a labour-only payback claim.

What the calculator does not capture

The formulas do not automatically value fewer errors, faster response, avoided delays, better customer experience, or revenue effects. Those outcomes need their own baseline and measurement plan. They also do not account for data cleanup, security review, adoption work, or exceptions unless the builder includes them in the inputs.

Test cases

The implementation should include at least these tests:

  1. zero occurrences returns zero current hours;
  2. zero repetitive share returns zero addressable hours;
  3. a negative or blank cost is rejected with a clear message;
  4. a supported share above 100 percent is rejected;
  5. a zero or negative benefit does not produce a misleading payback period;
  6. rounding is applied only for display, not for the underlying calculation.

How to use the result

Treat the output as a conversation starter. Compare it with the time and risk required to build, test, document, and adopt the system. Then establish a real baseline before launch and review the same measures after launch.

Use the Automation ROI Calculator to record the inputs. If the process is still uncertain, book an AI Success Audit before commissioning a build.

Attribution and licence

This reference package may be shared and adapted under CC BY 4.0 with attribution to Flowgrammer and a link to https://flowgrammer.ca. The licence applies to this guide and its reference formulas, not to third-party software, logos, or data.