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Evaluation Kit
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How We Calculate ROI

We show the math.

Any consultant can put a big number on a slide. Here is exactly how we build ours, and how you can pressure-test every line of it.

The Calculation

One formula. Written down. Every input yours to challenge.

time wasted  ×  people affected  ×  frequency per year  ×  loaded hourly rate  =  annual cost of the current state
Illustrative example, not a client result
2 hours/day × 8 people × 260 working days × $40/hour = $166,400/year

One workflow, one team. Your numbers will be different. We build this from your actual task times, headcount and loaded rates.

Current State → Target State → Measurable Delta

We never write “automate follow-up.”

We write “lead response time: 3 to 4 hours today → under 5 minutes.” Every recommendation gets a measurable delta attached, so success or failure is unambiguous ninety days later.

Illustrative example, not a client result
Workflow Current state Target state
Lead response 3 to 4 hours to first reply Under 5 minutes
Maintenance work-order triage about 45 minutes per ticket, one dispatcher Under 10 minutes per ticket, self-routing on 60% of intake
Monthly owner statements 6 back-office days at month-end Under 2 days, with exceptions flagged for review
Every Number Carries a Confidence Band

The single strongest trust device we have.

Every line item on the ROI estimate is tagged with one of three confidence bands. You see the raw total, and you see the confidence-weighted total.

~100%
Observed
Measured directly, or taken from your systems. Timestamps, ticket counts, payroll data. If we can show it to you on a screen, it's in this band.
~60%
Reasoned estimate
Built from partial data. Interview evidence combined with a sample of the actual work, extrapolated with a stated assumption.
~25%
Directional
A guess we've labeled as a guess. Enough to size the problem, and no more.

We present both the raw total and the confidence-weighted total. A conservative weighted number you can defend beats a big number you can’t. If someone shows you an AI ROI figure with no confidence band and no stated assumptions, ask them how they got it.

Capacity

What reclaimed hours actually buy you.

Reclaimed hours are capacity. We frame them that way unless your own numbers say otherwise. We don't add speculative revenue upside to make a total look bigger. That is the most common way these estimates get inflated, and the fastest way to lose a CFO.

The Bar We Hold Ourselves To

Payback inside about 12 months, or it doesn't make the list.

If a recommendation doesn't show payback inside about 12 months, it goes in the “not yet” pile, and we tell you why it landed there.

What the Research Says About the Gap

Third-party research.

These figures are why the discipline of quantified, confidence-banded ROI matters right now. They are third-party research, cited as market context rather than as Inspire results.

Two-thirds
of leaders say their organization is overly complex and inefficient, and that traditional remedies aren't working.
McKinsey & Company, The State of Organizations 2026 (n=10,018).
55% / 13%
55% of leaders say building employee AI capability would bring exponential gains. Only 13% believe their employees are currently able to use it well.
McKinsey & Company, The State of Organizations 2026 (n=10,018).
40%+
Gartner predicts over 40% of agentic AI projects will be canceled by the end of 2027.
Gartner, June 2025.
74%
of small and mid-sized businesses say they would adopt AI with clearer evidence of ROI. Top barriers: data privacy (38%), lack of time to explore tools (37%), no clear use case or ROI (34%).
Reimagine Main Street / Public Private Strategies Institute with PayPal (n=947 businesses, $25k to $5M revenue, fielded May 2025).
Sources
  1. McKinsey & Company, The State of Organizations 2026. Survey of 10,018 leaders and managers at organizations of 1,000+ employees.
  2. Boston Consulting Group, The Widening AI Value Gap: Build for the Future 2025. September 2025; 1,250 senior executives.
  3. Boston Consulting Group, Where's the Value in AI? Build for the Future 2024 (n=1,000).
  4. RAND Corporation, on AI project failure rates.
  5. Gartner, forecast published June 2025.
  6. Reimagine Main Street / Public Private Strategies Institute with PayPal, survey of 947 businesses with $25k to $5M revenue, fielded May 2025.

20 minutes. No slides.

Bring one workflow that's driving you nuts. We'll tell you honestly whether the audit is the right next step, or point you somewhere better if it isn't.

Book a 20-minute Call