Time spent on repeated tasks
List tasks done every day or week: re-entering orders, building invoices by hand, chasing documents. Multiply hours by the cost of the people doing them.
Errors and missed work
Missed follow-ups, double bookings, or billing mistakes have a cost. Use your own examples rather than industry averages.
Subscriptions replaced
Add up the tools a connected system would replace, keeping in mind some may still be needed.
Costs on the other side
Include build cost, ongoing support or lease fees, and the time your team spends on training and setup.
Keep it conservative
Use cautious assumptions. If the numbers only work with optimistic guesses, reconsider the scope.
Written and reviewed by Terra · October 2026