AI ROI is credible only when it uses the organisation’s own baseline, explicit assumptions and measured outcomes. A generic savings percentage is not a business case.
Define the baseline
Measure the current workflow: task volume, effort, waiting time, rework, error impact, conversion or service outcome, and the internal cost of review. State the observation period and data owner.
Model benefits and costs separately
| Benefit side | Cost side |
|---|---|
| Released staff capacity | Discovery and implementation |
| Avoided errors or rework | Data and integration work |
| Improved user outcome | Model, hosting and software usage |
| Faster cycle or response | Human review and operations |
| Enabled revenue opportunity | Monitoring, support and change |
Use ranges driven by evidence
Create conservative, expected and adverse scenarios from observed data. Mark every assumption, avoid counting theoretical time as cash savings unless capacity is actually reassigned, and include the cost of exceptions and oversight.
Set the decision rule before the pilot
- Build: user value and reliability meet the agreed evidence threshold.
- Revise: the value exists but workflow, data or controls need a bounded change.
- Stop: the user need, economics or risk case does not justify continuation.
Measure after release
Compare actual outcomes with the baseline, review assumption drift and include ongoing operating effort. ROI is a maintained decision record, not a one-time sales number.
Turn the decision into a scoped plan
Bring the workflow, affected users, available data, constraints and desired outcome to a needs-assessment call. PilotProof will recommend a proportionate next step and prepare a proposal only after the scope and assumptions are clear.