# Workflow ROI assumptions worksheet

AI Systems Studio · 2026-09-13 · A planning model, not a promised return.

Use measured inputs where possible. Record source, observation period and uncertainty for every assumption.

| Input | Conservative | Expected | Source and date |
|---|---|---|---|
| Monthly completed items | | | |
| Adoption rate (0–1) | | | |
| Current minutes per item, including corrections | | | |
| Assisted minutes per item, including review and exceptions | | | |
| Hourly labor-cost assumption | | | |
| Monthly software and hosting | | | |
| Monthly maintenance and operating effort cost | | | |
| One-time assessment and implementation cost | | | |

Minutes saved = current handling minutes − assisted handling minutes.
Monthly capacity hours = monthly volume × adoption × minutes saved / 60.
Monthly capacity value = capacity hours × hourly cost.
Monthly net value = capacity value − software/hosting − maintenance/operations.
Simple payback months = one-time cost / positive monthly net value.

If monthly net value is zero or negative, there is no positive payback in this model. Keep negative results visible. Capacity is not automatically cash savings: document whether it reduces cost, avoids new hiring, or frees time for other work. Do not count rework savings twice.

## Review

- What changes if adoption is lower or review takes longer?
- Which benefits overlap?
- What expense or implementation delay is excluded?
- Who verifies the baseline and measures the pilot?
- What result would stop further investment?

https://www.aisystemsstudio.com/blog/ai-workflow-automation-roi-business-case