Recurring subscription
Monthly amount; plan or quote; date; included scope
Cost worksheet
Compare the full cost of change.
Count subscription charges, starting work and the tools you keep. Separate the value of released time from spending that actually falls.
Put the source beside the number.
Record amount, unit and source. Mark each value Observed, Quoted, Estimated or Unknown. This worksheet does not calculate, send or save values. Print or keep a copy before leaving; omit confidential customer and payroll details.
Cash costs
Capacity and additions
Seats, sites, storage, or other additions; amount and billing basis
Retained tools
Monthly charges that continue after the change
One-time cash charges
Services, migration, training, or other agreed one-time charges
Starting work
Data preparation
Role; hours; loaded hourly value; observed or estimated
Configuration and training
Role; hours; loaded hourly value; included assistance
First useful workflow
Validation and correction effort; owner; acceptance criteria
Time and capacity
Monthly job volume
Comparable jobs per month; source and date of the estimate
Minutes before and after
Minutes per job by role for the same scope; observed or estimated
Added recurring administration
Hours per month by role needed to maintain the new process
Loaded hourly value
Agreed value per role; use one consistent cost basis
Actual spending removed
Only cash charges or paid hours that will actually disappear
Decision
Less favorable case
Lower volume or time improvement; higher setup and ongoing effort
Unresolved inputs
Unknown charges, unverified timing, and owner of each missing answer
Use transparent calculations.
Calculate by role. Keep the units, assumptions and added administration beside the result.
Monthly time released
(Minutes before − minutes after) × comparable jobs per month ÷ 60
Hours for one role. Subtract added administration to get net monthly hours. Keep negative results.
Modeled capacity value
Net monthly hours by role × agreed loaded hourly value
Add separate role-level work without double counting. This is not payroll savings unless paid spending actually falls.
Recurring cash change
Proposed monthly cash charges − current monthly cash charges
Include additions and retained tools. Positive means more spending; negative means less. Treat taxes consistently.
Starting cost
One-time cash charges + sum of setup hours by role × loaded hourly value
Show cash charges and modeled internal effort separately. Avoid counting included services twice.
Test a less favorable case.
Reduce assumed volume or time improvement; increase setup and administration effort. Use the same formulas and record which assumptions change the decision.
Leave unknown charges marked Unknown. Do not count new sales, removed headcount or eliminated tools without a basis for expecting them. This worksheet has no preset savings claim.
Talk through the cost of your workflow