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AI time savings calculator for admin work

List the invoices, quotes, follow-ups and meeting links you'd hand to an AI assistant, how long each takes by hand and how long you'd still spend checking the draft.

Admin tasks you'd ask the assistant for

The rows are examples. Replace them with your own tasks and times.

12.8 h a year · $960

17.6 h a year · $1,320

14.4 h a year · $1,080

4.8 h a year · $360

Your billable rate, or what you'd pay someone to do it.

Hours saved per year

49.6 h

Value per year
$3,720
Hours saved per month
4.1 h
Value per month
$310
Share of the time by hand you get back
76%

Assistant requests: 30 a month

  • Basic · 10 a month20 short
  • Solo · 500 a monthCovers it
  • Team · 1,500 a monthCovers it

Counts one request per task. One request can do several things at once, so you may use fewer. Estimates only. Nothing you type leaves your browser.

The formula

  • Minutes saved each time = minutes by hand − minutes to review the AI's draft. If the review takes longer than doing it yourself, the task saves nothing.
  • Hours saved per month = the sum over your tasks of times per month × minutes saved each time, ÷ 60. Per year is that × 12.
  • Value = hours saved × your hourly value.
  • Assistant requests per month = the sum of times per month, counting one request per task.

A worked example

The starting rows: 8 invoices a month (10 minutes by hand, 2 to review) save 64 minutes. 4 quotes (30 and 8) save 88. 12 follow-ups and payment reminders (8 and 2) save 72. 6 meeting links with a short note (5 and 1) save 24. That's 248 minutes, about 4.1 hours a month or 49.6 hours a year, worth $3,720 at $75 an hour. It's also 30 assistant requests a month; Basic includes 10, Solo 500 and Team 1,500. The free trial is on Basic, so it has Basic's 10 requests.

Not the same as the automation ROI calculator

The automation ROI calculator counts tasks an automation runs with nobody involved, so the whole task time comes back. Here the AI writes a draft and you still read it before anything reaches a client, so your review minutes stay in the math. A task that needs no review at all, like moving a contact to the next stage when a form comes in, belongs in the other calculator.

How to choose honest inputs

Time each task by hand the next time you do it, from opening the app to pressing send, including looking up the client's details and last price. For the review, be realistic: a quote draft needs every price checked, while a payment reminder needs a quick read for tone. Your first weeks with any AI tool are slower than later ones, so start with longer review times and lower them once you trust the drafts.

Use your billable rate only if you'll fill the freed hours with paid work; otherwise use what you'd pay an assistant. Receipts aren't in this list because SoloWOS reads them in Expenses with their own monthly quota. The receipt entry time calculator covers them.

IN SHORT

Hours saved per month = times per month × (minutes by hand − minutes to review the AI's draft) ÷ 60. Eight invoices a month that take 10 minutes by hand and 2 to review save about 1 hour a month, 12.8 hours a year. The [automation ROI calculator](/tools/automation-roi-calculator) counts tasks that disappear; this one keeps the time you still spend checking. SoloWOS includes 10 assistant requests a month on Basic and 500 on Solo.

Prices and limits as of .

Questions

How much time does AI save on admin work?
Take the minutes a task takes by hand, subtract the minutes you still spend reviewing the AI's draft, multiply by how often you do it and divide by 60. A 30-minute quote you check in 8 minutes saves 22 minutes each time. Tasks you do often save the most, even short ones.
Why does it subtract the review time?
Because you should read every draft before it goes out, and SoloWOS makes you: an invoice, quote or email to a client shows up as a card with the full message and only goes out when you press Confirm. That check takes real minutes, so the calculator keeps them.
How is this different from the automation ROI calculator?
The automation ROI calculator measures tasks an automation runs from start to finish with nobody involved. This one is for tasks where the AI writes the draft and you still review it, so it subtracts your review time and counts assistant requests.
How many assistant requests will I use?
One request is one thing you ask, even if it takes several steps, so "invoice Ana for the logo and send her a meeting link" counts once. The calculator counts one request per task to stay on the safe side. Basic includes 10 a month, Solo 500 and Team 1,500. The free trial is on Basic, with Basic's 10. Requests that fail don't count.
Which tasks can the SoloWOS assistant do?
It creates invoice and quote drafts, short links, one-time meeting links and tasks on your boards, drafts follow-ups and payment reminders in your tone, and answers questions like "who owes me?" from your own data. Receipts are read in Expenses with their own quota; the receipt entry time calculator covers them.
What hourly value should I use?
Your billable rate if you'll fill the freed time with client work, or what you'd pay an assistant to do the task. Using your billable rate assumes you can actually sell those hours.

Related calculators

Hand the admin to the AI assistant

Write what you need, like an invoice, a quote, a meeting link or a payment reminder, and SoloWOS drafts it with your real contacts and prices. Anything that reaches a client waits for your Confirm. 14 days free, no card needed · Then Basic for $2/month.

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