The verdict in three sentences
An automation project is justified not by trend but by a quantified business case: cost, hours saved, errors avoided, payback. In this 2026 study, an 18,000 EUR HT investment generates 40 h/month of savings at 35 EUR/h, for a payback in about 11 months, with errors cut by 55%. The key: ROI depends mostly on the loaded hourly cost and the volume actually automated.
The payback calculation
The method is simple: monthly gains = (hours saved x loaded hourly cost) + cost of errors avoided. Payback = investment / monthly gains.
| Item | Before | After |
|---|---|---|
| Hours/month on the process | 55 h | 15 h |
| Loaded hourly cost | 35 EUR | 35 EUR |
| Monthly labour cost | 1,925 EUR | 525 EUR |
| Errors causing rework | ~900 EUR/month | ~400 EUR/month |
| Total monthly cost | 2,825 EUR | 925 EUR |
| Monthly gain | — | 1,900 EUR |
Investment: 18,000 EUR HT. Monthly gain: 1,900 EUR. Payback = 18,000 / 1,900 = ~9.5 months on the total, or ~11 months counting labour only (1,400 EUR/month). Beyond that, it's net gain.
Sensitivity analysis
Payback moves with two variables: hourly cost and volume of hours saved. Here is how it evolves (base: 40 h/month saved).
| Assumption | Hourly cost | Monthly gain | Payback |
|---|---|---|---|
| Conservative | 25 EUR | 1,000 EUR | ~18 months |
| Central | 35 EUR | 1,400 EUR | ~13 months |
| Favourable | 45 EUR | 1,800 EUR | ~10 months |
| + errors avoided | 35 EUR | 1,900 EUR | ~9.5 months |
| Volume doubled (80 h) | 35 EUR | 2,800 EUR | ~6.5 months |
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Mini case study
Sophie, finance director of a distribution SME in Bordeaux, builds the file for her committee. She uses the central assumption: 40 h/month saved at 35 EUR, i.e. 1,400 EUR/month, plus 500 EUR/month of errors avoided. For an 18,000 EUR HT investment, she shows a payback of ~9.5 months and a recurring annual gain of ~22,800 EUR from year two. She also presents the conservative case (18 months) to reassure the committee: even then, the project is profitable in under two years.
FAQ
How to estimate hours saved before the project? Measure time spent on the process over two weeks, extrapolate to the month, then apply a realistic automation rate (often 60 to 80%). A defensible conservative assumption is best.
Which hourly cost to use? The loaded cost (salary + charges + overhead), not gross salary. For an admin role, the 2026 order of magnitude is 25 to 45 EUR/h.
Should errors avoided be counted? Yes if they cause rework, credit notes or penalties. It's often 20 to 40% of total gain, but quantify it conservatively to stay credible.
Is an 11-month payback good? Yes: for an automation project, a return under 12 to 18 months is considered solid, especially as the gain then becomes recurring.
How to secure the business case? Present three scenarios (conservative, central, favourable) and phase the project: automate the costliest process first and measure before extending.
Let's scope your project. Give us the target process, its hours/month and your loaded hourly cost and we build your quantified business case. 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.
