The ROI formula we use
Annual reclaimable spend = hours per week × hourly fully-loaded cost × number of people × 52. Compare that against the one-time build cost plus ongoing maintenance (usually 10–15% of build cost annually).
If payback period is under 90 days and the work is stable enough to automate, it's almost always worth building. If payback is 6–12 months but the work is growing, build before you hire.
When hiring still wins
Automation isn't always the answer. Hire when the work requires deep relationship building, creative strategy, or physical presence. Automate when the work is pattern-matching, data movement, or templated communication.
The best outcomes we see come from teams that automate the repetitive layer and reallocate people to higher-judgment roles — not from eliminating positions without a plan.
Building the business case
Start with one workflow your team already complains about. Measure time spent today. Define success metrics: hours saved, error rate, response time. Get a rough build estimate. Present payback period to leadership.
You don't need a 50-page strategy deck. You need one credible number and a 6-week path to production.