Manual Work Savings Calculator
See what the busywork is really costing you. Set your headcount and hourly cost, tick the tasks your team still does by hand, and watch the weekly, yearly, and full-time-role figures add up live.
Add up your manual hours
Set how many people do the work, what an hour of their time costs, and the hours each task eats per person every week. The panel on the right turns that into what the busywork costs the team a year, a month, and in full-time roles.
Your team
Which tasks do they do by hand?
Set the hours each task takes per person, each week, then tick the ones that apply.
Re-keying between CRM, sheets, and inboxes
Drafting, sending, chasing, reconciling
Calendar back-and-forth, dispatch, reminders
Rebuilding the same dashboards every week
Lead replies, nudges, status updates
FAQ answers, ticket triage, order status
Anything else your team repeats every week
What you get back
LiveThat's 45 hours a week back across the team, without a new hire, an onboarding cycle, or another salary on the books.
Per-person hours × people × loaded rate × 52 weeks. One full-time role = 40 hrs/week. Assumes the ticked tasks are typical across everyone counted. Illustrative estimate.
What this tool does
Manual busywork rarely shows up as a line on a budget, so it tends to go unmeasured and unquestioned. This calculator puts a size on it. You set how many people do the work and what their time costs, tick the repetitive tasks they still do by hand, and set the hours each one swallows per person in a typical week. The calculator scales those hours across the team and totals the cost in money and in full-time roles. It runs entirely in your browser, nothing is sent or stored, so you can be candid with the numbers.
How the maths works
The model is deliberately plain, so you can check every figure yourself. In short, it is (sum of per-person ticked hours) × number of people × loaded rate × 52:
- Saved every week is the per-person hours on the tasks you have ticked, multiplied by the number of people who do the work. Untick a task and it drops straight out of the total.
- Saved every year takes those total weekly hours, multiplies by your loaded hourly cost, and multiplies by 52 weeks.
- Per month is simply the annual figure divided by twelve.
- Full-time capacity divides the total weekly hours by 40, the length of one full-time week, to show roughly how many roles the busywork ties up.
It is an illustrative estimate, not a quote. The hourly cost is meant to be loaded (salary plus the overheads on top), and the headcount maths assumes the ticked tasks are typical across everyone you count, so set the number of people to how many genuinely do this work. The headline also assumes those recovered hours go back into work that actually moves the business.
Who it is for
It is for owners and operations leads who suspect their team is spending too long on admin but have never put a figure on it. If the working week disappears into rekeying data, chasing invoices, rebuilding reports, and answering the same questions, this gives you a number worth taking into your next planning conversation.
Where to go next
This tool sizes the problem. Once you have a number, here is how to act on it: