Quick Guide: How to Know What’s Worth Automating

Everyone wants to automate. But here’s the real question: how do you know what’s actually worth your time?

Most teams skip this step. They jump into tools, build random flows, and end up saving a few minutes here and there. Meanwhile, the workflows bleeding tens of thousands a year stay untouched.

The truth is, automation isn’t magic... it’s math.

Step 1: Start Simple

Before you start building, put a dollar sign on the pain. Here’s the basic formula:‍

Annual Hours = Frequency × Duration × 52 × People
Annual Cost = Annual Hours × Hourly Rate ($60–$90 default)

That’s your first filter. If a workflow is costing you thousands of dollars in labor, it’s a real candidate.

Step 2: Layer It Up

Once you’ve got the baseline, add these three multipliers:

• Revenue Uplift → What happens if this gets faster? Faster replies mean more deals closed. Faster collections mean better cash flow.
  
• Error Costs → Refunds, SLA credits, churn risk. Mistakes aren’t just annoying, they cost real money.
  
• Compliance Costs → If a sensitive process fails, legal or regulatory penalties add up fast.
  

Example: Lead Routing

Let’s run the math.

• 40 leads per week
  
• 6 minutes each
  
• 52 weeks a year
  
• 2 people involved
  

That’s 416 hours a year.

Multiply by $75/hr → $31,200 wasted in labor.

Now add the upside:

• $50,000 from faster replies and higher close rates
  
• $8,000 in avoided SLA penalties
  

👉 Total = $89,200 a year lost to one broken workflow.

Why This Matters

Here’s the reality: your CFO doesn’t care about “saving time.” They care about numbers on a page.

When you show the math, execs move fast. Teams get aligned. Suddenly automation isn’t a “nice to have," it’s a no-brainer.

And more importantly, you stop guessing. You know which workflows are worth automating and which ones are just noise.

Takeaway

Stop saying “this will save us time.”
Start saying “this is worth $89k.”

That’s the difference between tinkering with tools and running automation like a business.

Want the Formula Sheet?

We’ve built a simple calculator to run these numbers in minutes. Plug in your workflows and see instantly where the biggest leaks are hiding.

👉 [Subscribe to the newsletter] to get the calculator + full audit template.

Next Up: Scoring Model Explained

Once you’ve run the math, you’ll have a list of candidates. The next step is to rank them so you know which one to build first.

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