Direct answer: how to estimate ROI for a pilot

Estimate pilot ROI by measuring current manual hours, error/rework rates, and throughput delays for one workflow, then apply conservative automation savings (20-40%) and compare against the pilot cost over 90-180 days. Start with one process, not a full transformation model.

What to measure before any automation build

1. Monthly process volume (requests, forms, invoices, tickets, etc.)
2. Average handling time per item (minutes)
3. Rework rate and escalation rate
4. Time-to-completion / cycle time delays
5. Who must approve or review output
6. Current software stack (M365, Teams, Outlook, Xero/MYOB, CRM, inboxes, file stores)

Pilot ROI formula (conservative)

Use this baseline equation for a 30-60 day pilot and 90-180 day payback review.

Example workflow model: intake and triage

What a 30-60 day pilot should include

Week 1: process and baseline

• Workflow map, exceptions, and approvals documented
• Success metrics agreed (hours, turnaround, error rate)
• Privacy/compliance and data handling constraints confirmed

Weeks 2-4: build and test

• Automation inside existing tools where possible
• Human-in-the-loop checkpoints for all high-risk actions
• Exception handling and rollback path documented

Weeks 5-8: supervised rollout

• Limited-volume rollout and performance review
• Metric review against baseline
• Scale / stop / redesign decision based on evidence

What not to do when calculating pilot ROI

• Do not assume 80-100% automation on the first pilot
• Do not count "strategic value" if you cannot explain the math
• Do not ignore reviewer time and exception handling
• Do not compare pilot cost to a full-year fantasy scenario

Next step

Use this methodology to score one workflow, then book a pilot scoping session. If you want a faster start, use our What to Automate First scorecard before your consultation. AU teams should also define who signs off on exception handling during the pilot.