Manual work cost calculator
This calculator works out how much repetitive manual work costs your company each year and how much of that cost automation can recover. You enter the number of people, hours per week, gross salary and the share of the work you expect an automation to take over. For example: 3 people at 8 hrs a week on a PLN 8,000 salary come to PLN 69,173 a year, of which you can realistically recover PLN 19,368 to PLN 33,895.
The calculator is free, works without an account and without an email address. It runs in your browser, and the values you enter are not sent to our server.
Calculate the cost of your process
Set the four sliders. The result updates straight away, and a short note under it explains how it is calculated. The starting values are the same as in the example below.
This process costs you
Realistically you will recover from PLN 0 to PLN 0 a year
Here is the math: salary times the employer cost multiplier 1.2 divided by 173 hours a month gives the hourly rate. That rate times the hours in a year gives the cost of the process. From the recovery we take a band of 40% to 70%, because part of the time recovered on paper comes back as supervising the automation and handling exceptions. This is a deliberately conservative range, not a promise.
How do we calculate the cost of manual work?
The calculator does four calculations, in this order.
- Hourly rate: gross salary times 1.2 (the employer cost multiplier), divided by 173.2 hrs a month, which is 40 hrs a week times 4.33 weeks.
- Hours per year: number of people times hours per week per person times 52 weeks.
- Annual cost of the process: hours per year times the hourly rate.
- Realistic recovery: annual cost times the share from the slider "How much can an automation take over", then that result times 40% (lower bound) and times 70% (upper bound).
The 40% to 70% band is deliberately cautious, because part of the time recovered on paper comes back as supervising the automation and handling exceptions. Amounts are rounded once, at the end.
Worked example
The calculator starts with 3 people, 8 hrs a week each, a PLN 8,000 gross salary and 70% of the work to hand over. Step by step:
- Hourly rate: PLN 8,000 times 1.2 divided by 173.2 hrs gives PLN 55.43 per hour.
- Hours per year: 3 times 8 times 52 gives 1,248 hrs.
- Annual cost of the process: 1,248 hrs times the hourly rate gives PLN 69,173.
- Realistic recovery: PLN 69,173 times 70% times 40% gives PLN 19,368 (lower bound), and PLN 69,173 times 70% times 70% gives PLN 33,895 (upper bound).
What assumptions does the calculator make?
Salary is the gross amount, and the 1.2 multiplier is a simplification of the employer cost. If you know the full employer cost, divide it by 1.2 and enter the result as the salary.
The calculator measures the cost of time, not the cost of implementation. It does not include the price of the automation, tool subscriptions or the errors that manual work causes. It is an order-of-magnitude estimate, not a promise of savings.
This tool calculates the cost of manual work in your company. It is not a pricing calculator for your customers. A calculator like that on a company website is a separate process in our catalogue: Pricing calculator.
And how many months until an implementation pays back?
The calculator shows the scale of the problem, not the payback time. Payback times in the process catalogue are calculated for an example team: 2 people, 4 hrs a week each on the process, on a PLN 8,000 gross monthly salary. You can enter the cost of a specific implementation in the payback calculator on the pricing page.
Questions about the calculator
No. The calculator is free and works straight away, with no sign-up and no email. The calculations run in your browser, and the values you enter are not sent to our server. The browser remembers only the lower recovery bound for the session, so that the payback calculator on the pricing page can suggest it.
It is a simplification adopted in the calculator, not a figure from legislation: we add 20% to gross salary for the employer's social security contributions, benefits and workplace costs. The real cost depends on the form of employment, so for B2B contracts or a known total cost, adjust the salary you enter.
Because part of the time recovered on paper comes back as supervising the automation and handling exceptions. So we calculate a lower bound (40%) and an upper bound (70%) and show both. It is a cautious estimate, not a promise of savings.
No. The calculator shows what manual work costs today, not what it costs to automate it. Price ranges for implementations are in the guide to automation costs, and you will get a quote for your own process in the Concierge chat.