How much could AI save your Australian business?
Whether you run a three-person trade business or a fifty-person consultancy, this calculator shows what AI tools and automation could save you in time and money each year.
Weekly admin time per person
8 categoriesAdjust hours to match your business. Set to 0 for tasks that do not apply.
Emails and comms
Drafting, replying, internal updates
~1.5 hrs saveable(50% automatable)
Data entry and admin
Spreadsheets, copying between systems, filing
~1.4 hrs saveable(70% automatable)
Quoting and invoicing
Preparing quotes, following up invoices
~1.1 hrs saveable(55% automatable)
Customer enquiries
Answering questions, booking jobs, first response
~1.2 hrs saveable(60% automatable)
Scheduling and rostering
Calendar, job scheduling, shift planning
~0.9 hrs saveable(60% automatable)
Documents and paperwork
Proposals, contracts, safety docs, SOPs
~0.7 hrs saveable(45% automatable)
Reporting
Weekly reports, project updates, dashboards
~0.6 hrs saveable(60% automatable)
Compliance and records
Licences, certifications, audit trails
~0.2 hrs saveable(45% automatable)
What the calculator measures.
Emails and communications
Drafting replies, internal updates, client follow-ups and scheduling messages.
Data entry and admin
Spreadsheet entry, copying between systems, filing, and repetitive form-filling tasks.
Quoting and invoicing
Preparing quotes from job notes, generating invoices, and chasing outstanding payments.
Customer enquiries
First-response automation, booking jobs, answering FAQs, and routing complex requests.
Scheduling and rostering
Calendar management, job scheduling, shift planning, and conflict resolution.
Reporting and compliance
Weekly reports, project dashboards, compliance records, and audit trail maintenance.
How the calculator works.
Conservative, transparent estimates.
This calculator multiplies the saveable hours per person by your team size, then multiplies by 48 working weeks (the Australian standard allowing for leave) and your hourly rate to get a dollar figure.
The automation percentages are conservative and assume partial automation using current AI tools like Claude, ChatGPT, and workflow platforms like n8n and Make. Your actual savings depend on which tools you implement and how well they are set up.
Where the biggest savings come fromhigh impact
- ✓Data entry and admin. Up to 70% automatable with current AI tools.
- ✓Customer enquiries. AI agents handle first response, booking and FAQs 24/7.
- ✓Quoting and invoicing. Draft quotes from job notes, auto-chase outstanding invoices.
- ✓Scheduling and rostering. AI handles conflicts, notifications and calendar management.
- ✓Reporting and compliance. Auto-generate dashboards, reports and audit trails.
Frequently asked questions.
It depends on scope. Simple automation workflows start from a few thousand dollars. AI agent setups and custom builds are scoped to your needs. Most VibeZero projects deliver ROI within the first three months. We give you a fixed-price proposal before any work starts.
Stop estimating. Start saving.
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