Intake Form

Manual Review

Approval Gate

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Cost & ROI Analysis

Acme Corp — Intake & Review Workflow

Total Current Cost

$99,720

Labor · Overhead · Opportunity Cost · Capacity Waste

💼 $35,100 Labor ⚙️ $13,080 Overhead 📉 $24,240 Opp. Loss 🔋 $27,300 Cap. Waste

Total Optimized Cost

$13,290

AI agents · consolidated stack · ~7 hrs/week oversight

💼 $2,400 Labor ⚙️ $8,100 Overhead 📉 $2,790 Opp. Loss 🔋 $0 Cap. Waste

Annual Savings

$86,430

86.7% total cost reduction · ROI in ~6 weeks

68%

Time saved

2.6×

Throughput

+ $40,000 strategic capacity unlocked

Cost Buckets

$150,420

Total current cost

$13,290

Total optimized cost

$131,130

Annual savings

💼 Labor — Manual ReviewAUTOMATED

Current

$28,080

12 hrs/wk × $45/hr

Optimized

$2,400

AI agent · $200/mo

💼 Labor — Notifications & AssignmentAUTOMATED

Current

$7,020

3 hrs/wk × $45/hr

Optimized

$0

Bundled in agent

⚙️ Overhead — Tools & SoftwareREDUCED

Current

$8,400

3 SaaS tools · $700/mo

Optimized

$2,400

Single AI stack · $200/mo

⚙️ Overhead — Approval Gate DelaysELIMINATED

Current

$4,680

Avg 18hr delay per item

Optimized

$1,200

Spot-check only · 2 hrs/wk

📉 Opportunity Cost — Slow ThroughputRECOVERED

Current

$18,000

5 deals/mo delayed × $300 impact

Optimized

$2,400

2.6× faster processing

📉 Opportunity Cost — Error & ReworkREDUCED

Current

$6,240

~8% error rate · 3 reworks/wk

Optimized

$390

AI error rate ~0.5%

🔋 Capacity Waste — Staff on Low-Value WorkFREED

Current

$22,100

9.5 hrs/wk senior talent on admin

Optimized

+$40k value

Recaptured strategic capacity

🔋 Capacity Waste — System UnderutilizationOPTIMIZED

Current

$5,200

Tools at ~40% utilization

Optimized

$0

No idle licenses

⚙️ One-time Implementation

Current

—

Optimized

$4,500

One-time · paid back in ~6 wks

🔧 Maintenance — Legacy System UpkeepREDUCED

Current

$12,000

Manual patches, updates, workarounds

Optimized

$1,800

Managed cloud infra · auto-updates

🔧 Maintenance — Integration UpkeepAUTOMATED

Current

$7,500

Custom scripts, manual connectors · 3 hrs/wk

Optimized

$600

Native API integrations · self-healing

⚠️ Technical Debt — Legacy WorkaroundsELIMINATED

Current

$18,000

Time spent on band-aids · 7 hrs/wk

Optimized

$0

Modern stack removes workarounds

⚠️ Technical Debt — Deferral CompoundingSTOPPED

Current

$13,200

Debt grows ~15%/yr · future remediation risk

Optimized

$0

Migration clears backlog permanently

$35,100

Current labor cost

$2,400

Optimized cost

$32,700

Saved annually

Manual ReviewAUTOMATED

Current — Human Reviewer

$28,080

12 hrs/wk × $45/hr × 52 wks

Optimized — AI Review Agent

$2,400

~$200/mo API cost (GPT-4o)

Notifications & AssignmentAUTOMATED

Current — Manual Notify + Assign

$7,020

3 hrs/wk × $45/hr × 52 wks

Optimized — Bundled in Agent

$0

Included in agent pipeline

$13,080

Current overhead

$8,100

Optimized cost

$4,980

Saved annually

Tools & Software StackREDUCED

Current — Manual tooling stack

$8,400

Spreadsheets, email chains, 3 SaaS tools · $700/mo

Optimized — Consolidated AI stack

$2,400

Single platform + API costs · $200/mo

Approval Gate DelaysELIMINATED

Current — Manual routing delay

$4,680

Avg 18hr delay × 20 items/wk · blocked staff time

Optimized — AI routes instantly

$1,200

Human spot-check · 2 hrs/wk × $45/hr

One-time Implementation

Current — N/A

—

Optimized — Setup & Integration

$4,500

One-time · paid back in ~6 weeks

$24,240

Current opportunity loss

$2,790

Residual loss

$21,450

Recovered annually

Slow Intake ThroughputRECOVERED

Current — Revenue deferred by bottleneck

$18,000

Est. 5 deals/mo delayed × avg $300 revenue impact

Optimized — 2.6× faster processing

$2,400

Residual edge-case delays only

Error & Rework RateREDUCED

Current — Manual error rate ~8%

$6,240

Rework: 4 hrs/error × 3 errors/wk × $45/hr

Optimized — AI error rate ~0.5%

$390

Rare edge-case review only

$27,300

Wasted capacity cost

$0

Optimized cost

+$40k

Strategic value unlocked

Skilled Staff on Low-Value TasksFREED

Current — Senior staff doing admin work

$22,100

~9.5 hrs/wk of $45/hr talent on repetitive tasks

Optimized — Redirected to strategic work

+$40,000

Est. value of recaptured strategic capacity/yr

System UnderutilizationOPTIMIZED

Current — Tools paid for, partially used

$5,200

3 SaaS tools at ~40% utilization · $433/mo wasted

Optimized — Right-sized stack

$0

Consolidated, no idle licenses

$19,500

Current maintenance cost

$2,400

Optimized cost

$17,100

Saved annually

Legacy System UpkeepREDUCED

Current — Manual patches & workarounds

$12,000

~5 hrs/wk keeping legacy systems running · $45/hr

Optimized — Managed cloud infrastructure

$1,800

Auto-updates, managed services · $150/mo

Integration UpkeepAUTOMATED

Current — Custom scripts & manual connectors

$7,500

Fragile integrations break ~monthly · 3 hrs/wk fix

Optimized — Native API integrations

$600

Self-healing, monitored · minimal oversight

$31,200

Accumulated debt cost

$0

Post-migration cost

$31,200+

Debt eliminated

⚠️ Technical debt compounds at ~15%/yr if unaddressed. Every year of deferral increases the remediation cost.

Legacy Workarounds & Band-aidsELIMINATED

Current — Time spent on workarounds

$18,000

7 hrs/wk navigating system limitations · $45/hr

Optimized — Modern stack, no workarounds

$0

Root cause removed at migration

Debt Compounding (Deferral Risk)STOPPED

Current — Compounding remediation cost

$13,200

~15%/yr growth · est. $88k in 5 years if deferred

Optimized — Debt cleared permanently

$0

Migration resets the clock

Security & Compliance ExposureMITIGATED

Current — Unpatched risk exposure

$0 now · $???

Legacy systems have unpatched CVEs · audit liability

Optimized — Compliant cloud stack

Covered

SOC2-ready infra · auto-patching · audit logs

Annual Cost Comparison

Current State $35,100 / yr

100%

Optimized State $3,600 / yr

10%

Net Savings

$31,500 / yr

Break-even

~6 weeks

5-Year Savings

$153,000

Hours Freed / Week

~16 hrs