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AI savings calculator: how many hours your team gets back a year
Work out what AI returns in your company: hours freed a year, what they are worth, and the breakdown per employee. With every assumption in plain sight so you can argue with it.
Why this figure matters
The problem isn't that you don't use AI. It's that nobody measures what it returns.
Nine out of ten workforces already use some AI tool on their own initiative. Adoption is not the problem: the problem is that none of that use measures anything. Nobody knows which tasks get faster, how much time actually comes back, or whether that time turns into more work done or simply evaporates into the calendar.
This calculator is not going to tell you that you will save millions. It gives you a return figure you can defend in front of your CFO, because every assumption holding it up is visible and you can lower it. The realisation factor is the one that dominates: at 30% instead of 55%, the figure almost halves. It is there, editable, on purpose.
Outcome
Hours and euros
A concrete figure per employee per year, not a generic percentage.
Certainty
Open assumptions
You see the formula and can lower any variable to what you believe.
Time
One minute
Four numbers you already know about your own workforce.
Effort
Nothing to install
The whole calculation runs in your browser. We don't send your data anywhere.
Calculator
How many hours your team gets back
Hours freed · year 14512 h
What those hours are worth126.336 €
Per employee per year113 h
Equivalent in full working days564
The arithmetic is verifiable; the assumptions are yours. Lower the realisation factor to the number you can defend.
Need the return with the FUNDAE credit and the payback period? Use the calculator on the home page
How it is worked out
hours = employees × hours/week × weeks × realisation factor
value = hours × loaded hourly cost
The realisation factor is the only soft assumption and the one that moves the result most. That is why it is visible: a calculator that hides it is selling, not calculating.
How it works
How the saving is calculated, and why the number is conservative
Almost every AI productivity calculator going around has the same flaw: it hides the assumption doing all the work. It multiplies employees by hours and presents the result as if it were a measurement. Here the formula is fully visible, because a number you cannot audit is no use for convincing anyone inside your company.
The formula, unadorned
Hours freed are the product of four things: how many people do automatable tasks, how many hours a week they spend on them, how many weeks they work a year, and what share of that time actually comes back. The value in euros is those hours times the fully loaded hourly cost — including contributions and indirect costs, not gross salary.
The realisation factor, which is where the catch is
No automation returns 100% of the time it theoretically saves. There is a learning curve, there is human review, there are cases that fall outside the flow, and there is time reinvested in doing the same task better rather than doing something else. The realisation factor is the honest acknowledgement of all that.
Our advice is to present a range, not a number. "Between X and Y hours depending on how fast we adopt" is a sentence that survives a steering committee; a single figure with two decimals is not.
- 30% — conservative scenario. The one you would use to commit to a result.
- 40% — base scenario. The reasonable one for planning.
- 55% — optimistic scenario. Requires processes already in order before automating.
What sits behind those hours
The time does not appear by magic: it comes out of concrete, repetitive tasks a person does today. In the diagnostics we run, the ones that recur most are preparing recurring reports and reporting, drafting proposals and tender responses, document management, and first-line answers to internal clients.
The difference between a company that gets hours back and one that doesn't usually comes down to something dull: having identified those tasks before buying the tool, rather than the other way round.
What to do with the hours you recover
This is the point that decides whether the saving is real or merely on paper. If the freed hours are not reassigned to something valuable — more commercial capacity, less delay on delivery, projects stalled for months — they get absorbed by the day-to-day and the return never shows up in any account. That is why this calculator's number is the start of a conversation, not its conclusion.
Frequently asked questions
Frequently asked questions about saving with AI
Is this estimate reliable?
It is arithmetically verifiable and honest about its assumptions, but it is a projection, not a measurement. The difference matters: the formula can be checked, the assumptions are yours, and the result is worth exactly what those assumptions are worth.
What you can do is lower them to a scenario you find indisputable and use that floor as your argument. A small number nobody can rebut convinces more than a big one everybody suspects.
What is the realisation factor and why isn't it 100%?
It is the share of theoretically saveable time that actually comes back. It never reaches 100% because there is learning, human review, exceptions that don't fit the automated flow, and time reinvested in quality rather than capacity.
Any calculation that assumes 100% is selling you something.
How long before the saving shows?
The first improvements are usually visible in weeks, not months, because the most automatable tasks are also the easiest to attack. What takes time is the systematic part: the working standard genuinely changing, and not depending on the two people on the team who happen to be good at it.
That is why serious programmes measure adoption at the desk, not attendance at training.
How do I defend this number to finance?
Three things help: present a range rather than a figure, show the full formula, and name the concrete tasks behind the hours.
What sinks a proposal is a global saving with no breakdown. What holds it up is "these four tasks, this owner, these hours, this KPI".
Do I need to change tools to get this?
In most cases, no. A good share of the saving comes from using well what the company already pays for, not from buying another licence.
The order that works is diagnose first, train second, and buy only what the diagnostic proves you need.
Does this training qualify for funding?
Yes. AI training qualifies through the programmed training system, so a good part of the cost can come out of the credit your company already has set aside.
Do you store the data I enter here?
No. Every calculation happens in your browser and nothing is sent to any server.
Next step
The number is the excuse. The conversation is the value.
An estimate is for opening a conversation, not closing one. What changes things is knowing which concrete tasks in your company are automatable, which are not, and where to start. That is a diagnostic, and it takes three weeks.
Related resources
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Five questions to find out whether your company meets the mandatory AI training duty.
Take the testAI workshops on your own stack
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See the workshopsThis is a projection, not a measurement. The arithmetic is verifiable; the assumptions are yours to enter. It is for sizing a commercial conversation and commits to no result. The realisation factor is deliberately conservative and editable. Nothing you enter is sent to any server: every calculation happens in your browser.