What real tasks look like in this calculator
Lead replies and qualification
2 people × 5 h/week answering the same first questions. 70% automated by a chat or WhatsApp agent. Build $1.5–4k, running $80–200/month. Payback usually 3–6 months, plus the leads that no longer go cold.
AI agents →Invoices and documents into a sheet
1 person × 8 h/week typing invoices. 80% automated with OCR + an LLM + n8n. Build $1–3k, running $30–100/month. Payback 2–5 months.
Document AI →Phone calls and bookings
Reception answering 60% repetitive calls. 50–60% automated by a voice agent. Build $5k+, running $150–500/month with call minutes. Payback 6–12 months, and no missed calls after hours.
Voice agents →Ranges are from our own project scoping and public tool prices in 2026. Your numbers will differ; that is what the calculator is for.
Questions
How accurate is this estimate?
It is a planning estimate, not a quote. It uses your own numbers for hours, people and cost, and assumes the automation removes the share of the task you enter. Real projects usually land within 20–30% of this once the first month of data is in.
What counts as "monthly running cost"?
Everything the automation needs each month to keep working: software subscriptions (n8n, an AI API, a voice provider), hosting, and any maintenance or retainer fee. Leave it at zero only if you truly run it for free.
Why is there a percentage for how much of the task is automated?
Almost no task is 100% automated. A lead-qualification agent handles the first reply, and a person still closes the deal. 60–80% is typical for well-chosen tasks; 30–50% for messy ones.
Does the calculator store my numbers?
No. Everything is calculated in your browser. Nothing is sent to us unless you click the contact button.
What is a good payback period?
Under 6 months is a clear yes. 6–12 months is normal for a first project with a build cost. Over 18 months usually means the task is too small or the build is too big; pick a different task first.