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Free directional calculator

What does your
workflow cost?

Estimate monthly hands-on time, rework and visible cost. Adjust the example below using one workflow. Results stay in your browser.

Built by Aaryan Mehta, Founder of Croox · Reviewed and updated

Workflow inputs

Choose one currency and enter monthly values for one recurring workflow. Changing currency relabels your inputs; it does not convert their amounts. The starting values are illustrative.

Enter only recurring cash expenses you have evidence can be removed or reduced, within the software and error costs above. Exclude staff time already counted in labour or rework. A time-reduction target does not reduce these expenses automatically.

Modeled monthly scenario

Monthly hands-on hours—
Monthly labour cost—
Monthly rework cost—
Visible monthly workflow cost—
Staff capacity released—
Value of released capacity—
Avoidable cash expense scenario—

Released capacity is paid staff time available for other work. Its value is not automatically cash savings. Net cash benefit and payback are unavailable until implementation and ongoing costs are separately quoted. This scenario is not a measured result or implementation quote.

Open a section to explore the details.

Calculator formulas

Monthly hands-on hours =
Monthly volume × Minutes per item ÷ 60
Monthly labour cost =
Monthly hands-on hours × Loaded hourly cost
Monthly rework cost =
Monthly volume × Rework percentage × Rework minutes ÷ 60
× Loaded hourly cost
Visible monthly workflow cost =
Labour cost + Rework cost + Software cost + Known error cost
Capacity value =
(Baseline hands-on hours + Extra rework hours) × Time reduction scenario × Loaded hourly cost

What each input means

Monthly volume

The number of reports, proposals, onboardings or other repeated outputs completed each month.

Loaded hourly cost

A directional cost for the people doing the work, including salary and applicable employment overhead.

Rework

The share of outputs that require correction and the average extra minutes used for each correction.

Known error cost

A recurring, evidenced cost such as refunds, write-offs or replacement work. Use zero when unknown.

Illustrative worked example

Illustrative example—not a client result. Forty monthly reports at 75 minutes each create 50 base hands-on hours. A 20% rework rate at 30 minutes adds 4 hours. At USD 50 per hour, plus USD 200 of software cost, the visible monthly baseline is USD 2,900. A 20% time reduction models 10.8 hours of released capacity, valued at USD 540. It implies no cash savings without separate evidence.

Common calculation mistakes

  • Counting elapsed waiting time as paid hands-on time without separating the two.
  • Applying the rework percentage to hours instead of the number of workflow items.
  • Treating all software cost as recoverable even when tools support other workflows.
  • Presenting a target percentage as guaranteed savings before implementation and adoption.
  • Ignoring quality, delay, management overhead or change cost when they are material.

Workflow calculator questions

Does the calculator store my inputs?

No. The calculation runs in your browser and this V1 does not submit the calculator values to Croox.

Can I use another currency?

Select USD, CAD or INR. Use the same currency for every cost. Changing the selector relabels the amounts without performing an exchange conversion.

Is potential value guaranteed savings?

No. The percentage applies only to staff time. Capacity value is not realised cash savings. Avoidable expenses require separate evidence; implementation and operating costs are not yet known.

What should I do with the result?

Validate the largest inputs with the workflow owner, then use a Free Operational Fit Scan to discuss fit. A paid diagnostic is needed to investigate the evidence and recommend a change.

Request a Free Fit Scan