"We should see ROI within 30 days, right?"
That's the most common question. The reality from 15 implementations: plan for ~4 months to break even, then compounding gains through month 12.
What you'll learn in 3 minutes
- The real 12-month ROI curve owners experience
- Why early months feel slow (and how to manage it)
- The levers that double ROI without adding new tech
The 12-Month Reality (typical pattern)
Months 1–2: You're investing and adjusting (negative ROI).
Months 3–4: Break-even window for most teams.
Months 5–12: The returns show up and compound.
Why the slow start? Adoption, tuning, and small process surprises that only appear once you switch on automation.
Case Study: Sydney Manufacturing (Purchase Orders)
Investment: $28,000 implementation
What actually happened:
Months 1–2: Going backwards
- Staff training: 32 hours (4 people × 8 hours)
- Production dips ~12% while learning
- Net position: ~–$31,200
Months 3–4: Still learning
- ~60% of orders automated
- Error rate 8% (higher than manual at first)
- Running manual backup in parallel
- Net position: ~–$18,400
Month 4: Break-even
- ~85% automated
- Error rate 2% (manual was 5%)
- Time saving: 18 hrs/week → $4,800/month
- Net position: ~–$2,400 (breakeven achieved)
Month 6: Real returns
- ~94% automation
- Staff shifted to supplier relationships
- Added value from better terms: ~$2,400/month
- Total monthly savings: ~$7,200
- Net position: ~+$12,000
Year-end results
- Average Year-1 ROI: ~127%
- Annual savings: ~$86,400
- Side benefits: smoother cash flow, stronger supplier terms
Your numbers will differ—what matters is the shape of the curve and how you manage the first 60–90 days.
Why ROI Takes Time (and how to shorten it)
Learning curve (1–3 months): People run the old and new way in parallel. Plan it; don't fight it.
Integration surprises (common): Expect 1–2 extra weeks. Time-box fixes; avoid open-ended scope.
Process discovery (very common): Most teams uncover hidden steps. Document and simplify before automating.
Tuning period (2–3 months): Initial errors are normal. Weekly reviews cut this time in half.
Industry Benchmarks (Year-1)
| Industry | Break-even | Year-1 ROI | Why |
|---|---|---|---|
| Professional Services | 2–4 months | 200–400% | High hourly rates accelerate payback |
| Manufacturing | 3–5 months | 100–200% | Integrations slow start; volume fuels gains |
| Healthcare | 4–6 months | 50–300% | Compliance adds steps; error reduction pays big |
Hidden ROI Multipliers
How you redeploy people
Low-value redeployment → small lift
High-value redeployment (clients, sales, strategy) → 2–3× ROI
Unexpected gains (months 8–12)
Cleaner data → found $23,000 in missed deductions (accounting client)
Faster quotes → +15% win-rate (logistics client)
Scalability → +40% revenue without extra admin (consultancy)
Fewer errors → $18,000/year saved in audit fees
Quick ROI Calculator (napkin-math)
Implementation cost: $X
Monthly time saved: Y hours
Loaded hourly rate: $Z (salary × ~1.3 for on-costs)
Monthly savings: Y × Z × 4.3
Break-even (months): X ÷ (Y × Z × 4.3)
Rule of thumb: If break-even < 6 months, it usually makes sense.
Red Flags That Kill ROI
No clear process definition
Leadership not visibly committed
Poor integrations → manual workarounds
Thin training → people invent shortcuts
Expectations of 90% automation on day one
What to Expect by Business Size
Small (2–10 people): Break-even 2–4 months; Year-1 ROI 75–200%. Best starts: invoices, scheduling.
Medium (11–50): Break-even 3–5 months; Year-1 ROI 100–300%. Best starts: purchase orders, inventory.
Large (50+): Break-even 4–8 months; Year-1 ROI 150–400%. Best starts: cross-team workflows, compliance reporting.
Make Year-1 a Win (month-by-month playbook)
Months 1–2: Train hard. Every training hour returns 5–10 hours later.
Months 3–4: Tune weekly. Small fixes compound.
Months 5–8: Expand sensibly. Automate adjacent steps first.
Months 9–12: Use the data. Better data unlocks new savings and decisions.
Bottom Line
Real timeline: ~4-month break-even; 150%+ returns by month 12 (typical).
Success rate: ~89% break even by month 4; ~94% positive ROI by month 12.
The highest ROI comes from smart process selection, serious training, and patient optimization—not trying to automate everything at once.
Want numbers you can trust? We'll build a 12-month ROI forecast for your workflows with realistic timelines and levers to hit break-even faster. Start your process discovery →