You've heard the headlines: "AI is revolutionizing the economy", "Automation is the key to the future". But what's really behind it? How does AI bring you not just buzzwords, but real added value? SMEs often ask this question: "How can we afford this - and is it worth it?" This is exactly where our guide comes in. We take you on a journey from hype to return on investment: from fascinating possibilities to hard numbers. Because AI is not just science fiction, it can become your silent growth engine - if you use it strategically.
Is it even worth it - really?
Artificial intelligence (AI) and automation technologies are opening up a new dimension of efficiency and competitiveness for small and medium-sized enterprises (SMEs). Through the targeted use of modern tools, companies can analyze data more precisely, design processes faster and reduce costs at the same time. What was once considered a technological avant-garde is now a viable solution for SMEs to overcome challenges such as resource scarcity and rising customer expectations.
From automated accounting systems to intelligent chatbots that are revolutionizing customer service, these technologies offer immense potential to minimize time-consuming tasks. At the same time, they make it possible to make strategic decisions based on sound data that is analyzed in real time by machine learning algorithms. One example: AI-supported analysis tools can predict purchasing patterns and market trends so that SMEs can optimally adapt their offers before the competition reacts.
The integration of automation extends far beyond individual processes. It allows the creation of seamless end-to-end workflows in which systems communicate independently, from order taking to logistics control. This not only saves time, but also allows staff capacity to be redirected to more creative and value-adding tasks.
At a time when speed and agility determine market success, AI and automation are no longer nice-to-have tools, but essential tools for companies of all sizes. For SMEs in particular, these technologies offer the opportunity to take innovation and growth to a new level - without the need for astronomical investments, as there are now many affordable and scalable solutions to choose from.
What does all this mean in plain language? The future will belong to those who use AI and automation to act smarter today and be even more successful tomorrow.
ROI-tation: Rotate your perspective
The ROI of AI and automation goes far beyond simple cost savings. It is clear that the first step in the ROI calculation is to capture the direct savings: How many man-hours are replaced by automated processes? How quickly can AI-supported systems optimize sales or speed up analyses? But the true value also lies in the indirect effects. AI-supported customer service that answers inquiries faster and more precisely not only increases customer satisfaction, but also customer loyalty. The intelligent automation of business processes can also increase scalability, which helps SMEs to strengthen their market position and react more flexibly to changes.
Direct Savings are made by automating repetitive tasks that save a huge amount of time. A simple example: automated accounting systems reduce the need for manual data entry and thus enable faster processing. But also the indirect The effects are enormous: the more precise predictions and optimized processes made possible by AI create a competitive advantage that can be measured in market share and increased sales. At the same time, the increase in efficiency contributes to the targeted use of resources where they bring the greatest added value. These synergy effects are the real key to a positive ROI.
Determining the ROI of an investment means, above all, keeping an eye on the big picture. It's about asking the right questions: Where will you save time and resources? Which processes will become more efficient? And how will these effects impact your growth opportunities in the long term? With a smart analysis, you can not only make the economic benefits visible, but also recognize how these technologies will help you strategically - now and in the future.
Let's get down to numbers
Investments in AI and automation initially entail costs - for tools, implementation, training and ongoing maintenance. So why is it important to keep an eye on the ROI (return on investment)? Because you do:
As already mentioned, the "return on innovation" is not just a financial aspect. Time savings, fewer errors and an improved customer experience are just as important and should also be taken into account. To measure your ROI effectively, you should therefore track the following aspects:
Initial investment costs (C)
Hardware and software: Subscriptions, one-off purchases or infrastructure upgrades.
Implementation: Integration services, IT consulting or API development.
Training courses: Further training for your employees or the recruitment of experts.
Data preparation: Data cleansing and structuring for AI models.
Ongoing operating costs (O)
Time savings (TS)
Calculates the reduced hours for repetitive tasks and multiplies them by the average hourly wage of the employees concerned.
Error reduction (ER)
Determines the financial savings due to fewer human errors, e.g. in data entry or order processing.
Productivity gains (PG):
Estimate how much more output you can achieve through faster processes and AI-supported decisions.
Increase in sales (RG)
Pursues increased sales through improved customer experiences, personalized marketing or faster delivery.
Intangible benefits (IB)
These include satisfied employees, a better reputation for your brand and more loyal customers. Even if they are difficult to quantify, you should evaluate them qualitatively.
Framework for the calculation
The right processes need to be targeted in order to create a healthy framework for costing. Which processes offer the greatest potential for optimization? Automation can really come into its own when it comes to time-consuming, repetitive or error-prone tasks - faster, more efficient and more scalable. By focusing on the right target processes, you create the basis for clearly quantifying savings and benefits and calculating a well-founded cost-benefit ratio.
Identifies target processes
Start with tasks that are time-consuming, repetitive or error-prone, e.g:
Analyzes current costs
Determines the costs currently incurred for manual processes (e.g. working time, error corrections).
Identifies potential benefits
For example: You process 1,000 invoices a month, each of which takes 10 minutes. AI reduces this to 2 minutes.
Manual: 1,000 × 10 = 10,000 minutes
Automatic: 1,000 × 2 = 2,000 minutes
Savings: 8,000 minutes = 133 hours
Calculates implementation and operating costs
Adds up all costs for tools, training and maintenance.
Advantages: €8.566,60
Costs: €4.000
Result: 114,16%
Avoid ROI failures
As with everything, there are of course a few typical hurdles to watch out for when calculating the ROI of AI implementation. But don't worry - with a smart approach, you can elegantly avoid them and ensure that your investment really bears fruit. Here are the pitfalls you should avoid - and how to do it right:
The benefits are overestimated
Overly optimistic assumptions about time savings or productivity increases can lead to frustration later on. It is better to start with conservative estimates and validate your assumptions with pilot projects.
Intangible benefits are ignored
Customer loyalty or higher employee motivation are difficult to measure, but have a huge impact on your ROI in the long term. Don't let these indirect effects fall by the wayside.
Costs are underestimated
Data preparation, training or system failures during implementation - you should factor in these "hidden" costs from the outset so that there are no nasty surprises later on.
In the end, it's better to be safe than sorry. If you avoid these mistakes, you can strategically safeguard your investments. And if you would like support with the calculation or implementation - we are ready to work with you to develop the perfect AI plan with the greatest possible ROI.
Tools that we recommend
Why make it complicated when you can make it smart? With the right tools, you can not only simplify your ROI analysis, but take it to the next level. Here are some of the best little helpers that provide you with precise data and smart insights:
Cloud cost calculator
Tools such as the AWS Pricing Calculator or Azure Cost Management help you to plan cloud expenditure down to the smallest detail by offering detailed configuration options, from compute to storage capacities. You can simulate different scenarios to find the optimal solutions for your budget and requirements. These tools not only provide transparency, but also help you to identify unnecessary expenditure and realize potential savings - a must for any growth-oriented IT strategy.
Automation ROI calculators
Providers such as UiPath or Blue Prism offer clever tools that allow you to easily calculate the ROI of automation projects. These calculators often also take into account factors that are difficult to quantify, such as error reduction and improved scalability, which enables a holistic evaluation. They are intuitive to use and provide you with a solid decision-making basis to implement your automation projects not only efficiently but also profitably.
Data visualization tools
With tools like Power BI, Tableau or Google Looker Studio, you can track your ROI metrics in real time. Turn your data into stunning, interactive dashboards that can be dynamically customized. These tools offer advanced filtering and drill-down options so you can dive deep into your ROI data to identify trends and patterns. Thanks to their real-time capabilities, you can make faster, more informed decisions - and your team will love it because the visualizations are not only practical, but also visually appealing.
The future belongs to those who know their numbers - to the point. With these tools, you are well equipped to optimize your investments and impress your team.
AI with the WOW factor
With our guide, we have hopefully provided you with the first key to cracking the ROI of your AI investments with confidence. Because don't forget, early AI entry is particularly crucial for SMEs: according to studies, companies that rely on AI early on can not only drastically reduce operating costs, but also increase their sales by up to 38 % - even within the first implementation phase.
In the world of AI, "If you wait, you lose."
Competitors who have already successfully integrated AI not only gain efficiency, but also build sustainable competitive advantages. For you, this means that the time to act is right now. Starting early paves the way for long-term scalability and innovation instead of having to play catch-up later.
But hey, we know how overwhelming it can be to get started. From the initial ROI calculation to scaling your AI strategy, our team is ready to tackle every hurdle for you. Even better, with our support, you can save your internal resources while increasing your ROI by up to 50 % by outsourcing your AI journey.
Either way - we wish you every success with your plans to turn your AI vision into reality!
