ROI and Business Case

[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]

This document quantifies the cost of your current purchase order process, shows what changes after automation, and sets out the full financial case for proceeding. The numbers are built from your confirmed process data: 7 hours of manual work per week, an Operations Manager at $52/hour, and approximately 60 purchase orders per month. FullSpec handles the entire build, integration, and launch. Your team's role is to review the outputs, confirm the one decision point retained for rejected requests, and give the go-ahead to proceed.

01What the current process is costing you

The three highest-friction steps in your current process are the points where time is lost, orders stall, and errors compound. Each one is handled entirely by a person today.

• Step 3 and 4: Route Request for Approval and Follow Up with Approver. Combined time cost: 23 minutes per order, repeated two or three times when approvers do not reply. Failure mode: orders stall for 2 to 3 days with no visibility, and the ops manager must manually chase the same approver multiple times per week.
• Step 8: Track Supplier Confirmation. Time cost: 12 minutes per order, plus additional chase emails when no confirmation arrives within 48 hours. Failure mode: confirmations are missed or recorded late in the spreadsheet, meaning finance discovers missing delivery dates only at month-end reconciliation.
• Step 7: Log PO in Xero. Time cost: 10 minutes per order, and the step is frequently skipped under time pressure. Failure mode: finance cannot match incoming invoices without a PO number, leading to payment delays and manual investigation that sits outside the ops team entirely.

02What changes after automation

After automation, the three agents built by FullSpec handle intake validation, approval routing, PO creation, supplier email, register logging, and requester notification without anyone touching a keyboard. The only step your team keeps is the review of rejected or escalated requests, where a human judgment call is required about whether to modify the request, find an alternative supplier, or cancel entirely. Everything else runs on submission of the Google Form.

03Before and after comparison

04Tool costs

05Net ROI summary

06Assumptions log

All figures in this document are based on the volume, rates, and process data confirmed during the discovery session. The numbers scale directly with changes to either variable. If PO volume increases, for example to 80 or 100 orders per month, the time saving per week grows and the payback period shortens, because the automation handles the additional load at zero marginal cost. If the loaded hourly rate is higher than $52, the annual saving and net ROI figures increase proportionally. Conversely, if volume drops or the process is already partially streamlined, the saving will be lower. FullSpec can rerun these projections against updated inputs at any point before or after go-live. Contact the team at support@gofullspec.com to request a revised model.