A practical method
Measure first. Automate one thing.
A useful estimate begins with work you can describe, count and compare.
1. Record the work as it happens
Choose one repeated handoff. Count monthly runs and minutes per run. Include correction time, not just the happy path.
2. Separate time value from cash
An hour freed up has value, but it does not automatically reduce payroll. Choose a reasonable hourly value and keep expected new revenue at zero unless you can justify it.
3. Include the full cost
Add setup work, monthly tools and continuing exception handling. Compare a cautious estimate with your best-case assumption.
4. Define the smallest test
Use the worksheet to identify the owner, trigger, required fields and duplicate handling. Test with synthetic inputs before connecting live systems.
5. Compare with reality
After a small rollout, measure actual time, cost and errors. Revisit your estimate before expanding. The calculator is a decision aid, not a promise.