The verdict in three sentences
In this real case, automating order processing and payment reminders saved 32 h/month for a 24,000 EUR investment, an annual gain of 19,200 EUR at an internal rate of 40 EUR/h. Payback is reached at 15 months, after which the flow generates almost 100 % margin. As a bonus, the error rate dropped from 6 % to 0.8 % and processing time was cut by four.
Before / after cost: what automation changes
The target process: receiving orders by email and portal, entering them into the ERP, checking stock, then chasing payment. Here is the before/after snapshot on key indicators.
| Indicator | Before | After | Change |
|---|---|---|---|
| Monthly time | 40 h | 8 h | -32 h |
| Error rate | 6 % | 0.8 % | -5.2 pts |
| Processing time | 6 h | 1.5 h | ÷4 |
| Monthly cost (40 EUR/h) | 1,600 EUR | 320 EUR | -1,280 EUR |
| Lost orders/month | 4 | 0.5 | -3.5 |
The 32 hours saved are not cut jobs: they are reassigned to customer service and collections, which accelerated cash-in by 9 days on average — a cash-flow gain not counted in the payback.
The month-by-month payback
The 24,000 EUR investment (including 3,000 EUR of first-year maintenance) is repaid by 1,600 EUR of monthly gain (32 h × 40 EUR + reduced losses). Here is the cumulative trajectory.
| Month | Cumulative gain | Left to amortize |
|---|---|---|
| 3 | 4,800 EUR | 19,200 EUR |
| 6 | 9,600 EUR | 14,400 EUR |
| 9 | 14,400 EUR | 9,600 EUR |
| 12 | 19,200 EUR | 4,800 EUR |
| 15 | 24,000 EUR | 0 EUR |
| 24 | 38,400 EUR | +14,400 EUR net |
At 24 months, the automation has returned 14,400 EUR net beyond the investment, and the recurring annual gain exceeds 19,000 EUR from year two, net of maintenance. That is the typical profile of a high-volume, stable-rule project.
Mini case study
Sophie, manager of a 30-employee trading SMB in Bordeaux, processed 480 orders/month manually. After automating at 24,000 EUR, her team went from 40 to 8 h/month on data entry. The math: 32 h × 40 EUR = 1,280 EUR/month of time, plus 3.5 orders saved at 90 EUR margin = 315 EUR, roughly 1,600 EUR/month. Payback at 15 months, then 19,200 EUR/year recovered. Sophie reinvested the time in prospecting, winning 6 new clients in a year.
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FAQ
How do you calculate automation ROI?
Multiply hours saved by your internal hourly rate, add avoided losses (errors, lost orders), then divide the investment by that monthly gain. Here: 24,000 EUR / 1,600 EUR = 15 months.
Which internal rate should I use?
Use the real loaded hourly cost of the role involved, often 35 to 50 EUR for an admin profile in 2026. An underestimated rate understates the business case.
Should maintenance be counted in ROI?
Yes: include 12 to 18 % of build cost per year. Here, 3,000 EUR in year one was already included in the 24,000 EUR.
What happens to the hours saved?
Rarely job cuts: they are reassigned to value-adding tasks (collections, prospecting, customer service). The cash-flow gain from faster collection is an unquantified bonus at the start.
Is this ROI realistic for every process?
No: it applies to high-volume processes (over 400 items/month) with stable rules. A rare or changing process will have a longer, even negative, payback.
Let's scope your project. Give us the volumes and time spent on your heaviest process; we build your quantified business case with an estimated payback. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
