Tool
Work out what one manual task costs you per year
Pick one repeating task, such as the weekly report. Enter the people, hours and hourly cost to see what it costs your team each year. Download the calculation to compare tasks before deciding where to invest in automation.
What the baseline is for
You can compare the annual cost of different tasks and decide which to investigate for automation. Download each calculation so your team can review the inputs alongside the result.
The tool does not tell you whether the task can be automated. That depends on how the work is actually done, the systems it touches and the exceptions it throws, and none of that is in these five fields.
The output is also not cash. It is hours of capacity priced at your own rate. Moving those hours onto other work does not lower payroll by itself. Cash only changes if headcount, overtime, contractor spend or hiring plans change, and that is a separate decision.
The calculation leaves out the build cost of any replacement, its licences and usage, the review time someone spends checking its output, and the exceptions it hands back. A figure here is not a return on investment and not a forecast. It also leaves out currency conversion, so pick the currency your payroll is in and keep every field in it.
If you are not sure what to enter
People who do this task. Count everyone who touches it in a normal week, including anyone who only reviews or approves it.
Hours per person per week. One person's time, not the team total. Entering the team total and the headcount together counts the same work twice. If three people spend two hours each, enter three people and two hours.
Fully loaded hourly cost. Pay plus employer taxes, pension and the overhead you carry per head, divided by the hours that person actually works in a year. Use the same working weeks you enter below, so the annual cost is spread over the same hours the calculator counts.
Working weeks per year. Start at 52 and take off holiday, public holidays and any shutdown. Use your own figure. If people on this task differ in hours or rate, run each group separately.
Share you assume a system could take over. Yours to set, and clearly marked as a what-if. We publish no savings figure, and the real share is measured against the baseline after launch.
Worked example
The tool opens on example figures for a hypothetical team, not a client of ours: three people, six hours each per week, a fully loaded rate of 45, 46 working weeks, and a 50% share. Change any field and the label switches to your inputs. Reset puts the example back.
Those figures give 18 hours a week and 828 hours a year. At 45 an hour the manual version costs 37,260 a year in the currency you selected. The what-if half of that is 414 hours and a labour time value of 18,630, which is capacity at your rate rather than money returned.
Clear a field and the result disappears instead of falling back to zero, because a blank is not an answer.
Your inputs
The arithmetic runs in your browser. Your figures are not sent to us or stored on this page, and the CSV is written by your browser from the values on screen.
That covers this calculator, not the whole site. Outproduce uses privacy-focused analytics elsewhere on its pages, and this tool is marked so the fields, figures and buttons here are excluded.
Next
If you want a second pair of eyes on the task you just priced, Book a 20-minute call.
Start here
Show us the workflow.
Tell us what starts it, who owns the result, which tools carry it, and where it stalls. We will tell you whether it is ready to map.
The workflow repeats
One person owns the result
The records exist
Several tools carry the work