Calculate Your Agency's ROI from Presentation Automation

Understanding the return on investment for any new tool requires looking beyond the simple cost of the software. Let’s break down the real financial impact of automating your agency’s presentation process, using concrete numbers you can apply to your own business.

Understanding Your Current Costs

To calculate your ROI from presentation automation, we first need to examine your current process costs. Let’s break this down into measurable components:

Time Investment Per Proposal

Let’s look at a typical agency scenario using industry average data for a medium sized company. While there are many other tasks involved with responding to an RFP, including discovery meetings and research, let’s take a look at the actual proposal creation process:

• 1.5 hours creating and formatting a presentation
• 15 proposals per month on average
• Total monthly time investment: 22.5 hours

This time investment should be evaluated in two important ways:

1. Direct Employee Cost: Average salary for a proposal manager: $100,000 (~$50 hourly)
2. Opportunity Cost: What the agency could bill for those hours (based on industry average): $150/hour

Your Monthly Presentation Generation Cost (in terms of Employee Wages) = 22.5 hours × $50 = $1,125

Your Monthly Opportunity Cost = 22.5 hours × $150 = $3,375

This means each month, you’re not only allocating $1,125 in salary costs to proposal generation, but also missing out on $3,375 of potential billable work.

The Hidden Costs

Beyond direct time costs, manual proposal creation includes other hidden expenses:

• Delayed response time to new opportunities
• Limited proposal volume capability
• Quality control and revision cycles
• Team members diverted from billable work

Calculating Automation Benefits

Let’s examine the concrete benefits of automation, based on verified client data:

Direct Time Savings

• Previous time per proposal: 1.5 hours
• Time with automation: Under 1 minute (let’s say 5 minutes to review the audit)
• Monthly time saved: 21.25 hours
• Annual time saved: 255 hours

Converting Time to Money

To understand your potential savings, multiply your agency’s hourly rate by the time saved. For example:

If your agency bills at $150/hour:

• Monthly savings: 21.25 hours × $150 = $3,187.50
• Annual savings: 255 hours × $150 = $38,250

Additional Revenue Opportunities

The time saved through automation creates opportunities for additional revenue:

• More time for billable client work
• Increased proposal capacity
• Faster response to opportunities
• Higher quality proposals through consistency

Calculate Your Specific ROI

To calculate your agency’s specific ROI from presentation automation, let’s compare both employee costs and opportunity costs:

Based on Employee Wages:

• Annual employee wage expense for proposal creation: $13,500 ($1,125 × 12)
• Annual PropPilot cost: $144 ($12/month)
• Annual savings: $13,356
• ROI = [($13,356) ÷ $144 - 1] × 100 = 9,175%

Based on Opportunity Cost:

• Annual opportunity cost: $40,500 ($3,375 × 12)
• Annual PropPilot cost: $144 ($12/month)
• Annual savings: $40,356
• ROI = [($40,356) ÷ $144 - 1] × 100 = 27,925%

This dramatic ROI doesn’t even account for the additional business you could win by creating more proposals and responding faster to opportunities.

Beyond the Numbers

While the financial calculations show clear benefits, the full impact of presentation automation extends further:

• Consistent brand presentation
• Faster response to opportunities
• Increased proposal capacity
• Improved team morale
• More time for strategic work

Calculate Your Agency’s Potential

Ready to understand exactly how much your agency could save? Schedule a consultation today for a personalized ROI analysis based on your agency’s specific numbers.