How the estimate works
Monthly allocated cost = seats × monthly seat price + other fixed software + monthly tasks × usage cost + monthly tasks × review minutes ÷ 60 × hourly labor value + maintenance + setup ÷ allocation months.
The manual baseline is tasks × manual minutes ÷ 60 × the same hourly labor value. The difference compares labor capacity with the full proposed budget; it does not include any existing software you might cancel.
First-year cost uses 12 months of recurring costs plus setup once, regardless of the allocation period. Enter monthly equivalents for annual subscriptions; these results do not model the dates those bills are paid.
Break-even divides fixed costs plus allocated setup by the value of minutes freed per task, after usage cost. It assumes flat rates and consistent review time. If each extra task costs at least as much as it frees, the calculator reports no break-even at those rates.
Keep the assumptions realistic
Time a complete review, including corrections and exceptions. Count only tasks that finish successfully. These starting figures are hypothetical and are not current prices for a named vendor. Inputs stay in this page and are cleared when you leave or reload.
For the worked example and limits, read our automation budget guide. Compare Zapier and Make before choosing a platform, or report a calculation issue.