Tool · Calculator

How much is manual admin
costing your practice?

Enter your billing rate and how many hours per week you spend on administrative tasks that could be automated. The calculator shows the real monthly cost — and the payback period on a properly built consulting OS.

Your billing rate Effective hourly rate — use your blended rate if you mix pricing models

Hourly billing rate $/hour

Weekly admin time Estimate hours per week spent on tasks that should be automated — CRM entry, onboarding, follow-up emails, proposal formatting, scheduling, status updates

CRM updates & pipeline management hrs/wk

Writing & sending proposals manually hrs/wk

Client onboarding (manual setup per client) hrs/wk

Follow-up emails & status check-ins hrs/wk

Scheduling & calendar management hrs/wk

Other admin (invoicing, receipts, reporting) hrs/wk

Automation savings estimate What percentage of that admin time could a properly built OS automate? Industry research suggests 60–80% for most solo consulting practices.

70%

Based on what the tools actually automate: CRM entry (~90%), proposal formatting (~75%), onboarding sequences (~85%), follow-up emails (~90%), scheduling (~70%).

Your numbers

Total weekly admin hours 10.5 hrs

Monthly admin hours 45.5 hrs

Monthly cost at your billing rate $9,100

Hours recoverable with a proper OS 31.9 hrs

Monthly value of recovered time $6,370

Cost of the OS ($97/mo stack) $97/mo

Monthly net ROI $6,273/mo

Payback period < 1 day

Build the OS that recovers this time

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What the OS actually automates

The tasks behind the numbers.

📥

CRM & Pipeline

Calendly booking → HubSpot contact + deal created automatically. Deal stage updates when proposals are sent and signed. Follow-up tasks set without manual entry. Estimated time saved: 80–90% of current CRM admin.

📄

Proposals

Fathom transcribes the discovery call. Claude drafts from structured prompt. PandaDoc sends with e-sign and tracks opens. Follow-up sequence fires if unopened. Estimated time saved: 70–80% of current proposal time.

⚙️

Client Onboarding

When a deal closes: welcome email, Notion portal link, intake form, and kickoff scheduling all fire automatically via Make. Client arrives at the kickoff call already onboarded. Estimated time saved: 80–90% of manual onboarding.

Related resources

Onboarding Automation