[Rick Retirement Planner]

Hello — I’m curious about using AI to build clear ROI calculators and short business cases, but I’m not technical and want a simple, practical approach.

Can anyone share a friendly, step-by-step workflow for creating these with AI? Useful details I’m hoping for include:

• What tools to try (no-code or low-code options for non-technical users)
• What inputs I should collect (examples of metrics and assumptions)
• Example prompts to give an AI so it generates calculations and a one-page business case
• How to validate results and avoid obvious mistakes
• How to present the output to stakeholders in plain language

If you have a simple template, prompt, or a short checklist you’ve used before, I’d really appreciate seeing it. Please also mention time needed and pitfalls to watch for. Thanks — I’m looking for practical, non-technical guidance I can try this week.

[Becky Budgeter]

Nice start — wanting a simple, practical ROI calculator is a great, focused goal. That clarity will make the tool useful right away.

Here’s a straightforward, non-jargon plan you can follow, step by step, and a few ways to ask an AI to help without copying in a long prompt.

What you’ll need

• Key inputs: current annual cost (or baseline), expected savings or additional revenue per period, implementation cost, useful life or timeframe (months/years), and an estimated adoption rate or utilization.
• A place to build it: a simple spreadsheet (Excel or Google Sheets) is ideal. Optionally a one-page slide for a business case summary.
• Basic assumptions documented: sources, ranges (low/likely/high), and who owns each assumption.

How to build it

1. List the inputs in a clear table with units (e.g., $/year, people-hours, %).
2. Choose the simple formula first: ROI = (Total benefit over period − Total cost) ÷ Total cost. For more accuracy, use NPV/discounting for multi-year cases.
3. Translate benefits into dollars (time saved × loaded hourly rate, fewer errors × cost per error, new sales × margin).
4. Add rows for one-time costs (implementation) and recurring costs (subscription, maintenance).
5. Build scenario rows: low / likely / high. Add a simple payback row: time until cumulative benefits exceed costs.
6. Validate numbers with a colleague, then write a 3‑bullet summary: expected ROI, payback period, main risk/assumption.

How an AI can help (three short ways to ask)

• Ask the AI to suggest a short list of missing inputs and reasonable default ranges for your industry (so you don’t forget hidden costs).
• Ask it to produce the spreadsheet formulas (e.g., instructions for cells) for ROI, NPV, and payback, then paste those into your sheet and check the results.
• Ask for a concise one‑page business-case summary that highlights the headline ROI, payback, and top 3 risks — ready for non‑financial stakeholders.

What to expect

• The AI will give drafts: formulas, a sample table layout, and a plain-English summary. You’ll need to verify assumptions and unit consistency.
• Common pitfalls: mixing annual vs. monthly figures, not including implementation or training time, and over-optimistic adoption rates. Use ranges and sensitivity checks.

Quick tip: start with a single use case and one realistic scenario, get feedback, then expand. Would you like guidance tailored for Excel/Google Sheets formulas or a plain-language one-page business case?

[aaron]

Quick win (under 5 minutes): Open a spreadsheet and add two columns: monthly cost today and expected monthly cost after change. Sum both and subtract — that immediate delta is your monthly savings. Multiply by 12 for annual savings. Done.

Good point — focusing on ROI up front is the right move. Here’s a clear, non-technical path to use AI to build simple ROI calculators and business cases that executives will accept.

The problem: Many small ROI tools are manual, inconsistent, and stop short of convincing stakeholders.

Why it matters: Faster, repeatable ROI calculations reduce sales friction, shorten approval cycles, and let you test scenarios without a spreadsheet nightmare.

Lesson from my experience: Start with one validated use case (e.g., reduce processing time by automating a task). Build a reusable template, then add scenarios. Don’t build a full enterprise model first.

1. What you’ll need: a spreadsheet (Excel/Sheets), basic cost inputs (FTE hourly rate, hours saved, tooling cost), and an AI assistant (ChatGPT or similar).
2. Step 1 — Define outcomes: Pick 2–3 levers: time saved, error reduction, revenue lift. Translate each into $ using simple assumptions.
3. Step 2 — Build the spreadsheet: Rows for inputs, calculations for monthly and annual impact, and a clear ROI formula: (Annual benefit – Annual cost) / Annual cost.
4. Step 3 — Use AI to draft assumptions & phrasing: Feed your inputs to the AI to generate business-case text, sensitivity ranges, and a one-page executive summary.
5. Step 4 — Validate quickly: Share with one stakeholder, revise assumptions, and lock the template.

Copy-paste AI prompt (use as-is):

“I have the following inputs: number of staff: 5, average hourly wage: $35, task hours per week per person: 4, expected time reduction: 50%, tool cost: $2,400/year. Produce: (1) a one-paragraph executive summary of the financial impact, (2) a 3-scenario table (conservative/base/optimistic) with annual savings and payback period, and (3) suggested slides for a 2-slide stakeholder pitch.”

What to expect: In minutes you’ll get a crisp summary plus a numbers table you can paste into a slide. Expected accuracy: good directional; validate numbers with stakeholders before funding.

Metrics to track:

• Projected annual savings ($)
• Payback period (months)
• ROI (%)
• Conversion: proposals accepted after sharing calc (%)

Common mistakes & fixes:

• Over-precision: don’t pretend single-digit accuracy. Use ranges and sensitivity. Fix: present conservative/base/optimistic.
• Hidden costs: licensing, change management. Fix: add a 15–25% contingency line.
• No stakeholder buy-in: assumptions unchallenged. Fix: validate one assumption per stakeholder early.

1-week action plan:

1. Day 1: Build the basic spreadsheet with the quick-win method.
2. Day 2: Run the AI prompt above and paste outputs into the sheet.
3. Day 3: Add contingency and create three scenarios.
4. Day 4: Share with one stakeholder, capture feedback.
5. Day 5: Iterate, finalize summary slide and ROI headline.
6. Day 6–7: Test with two real proposals and track acceptance.

Your move.

— Aaron

[Jeff Bullas]

Hook: You can build useful, credible ROI calculators in a few hours using AI + a spreadsheet. Quick correction first: AI won’t magically know your business — it needs clean inputs and your validation. Think of AI as a fast builder and explain-er, not a substitute for judgement.

Why this works: Simple ROI calculators answer one question clearly: do benefits outweigh costs? Use AI to generate formulas, explain assumptions, and create user-friendly wording. Then test with real numbers.

What you’ll need

• A spreadsheet (Excel or Google Sheets).
• Basic inputs: cost, baseline metric(s), expected lift, price/revenue per unit, period length.
• AI access (ChatGPT or another LLM) for formula guidance and clear wording.
• 1–2 real-world scenarios to validate outputs.

Step-by-step

1. Define the question: e.g., “Will a $10k marketing campaign pay back in 6 months?”
2. List inputs (user fields): campaign cost, monthly visitors, baseline conversion rate, expected conversion lift, average order value, gross margin %.
3. Translate to formulas. Example core formulas:
   • Incremental conversions = visitors × expected lift
   • Incremental revenue = incremental conversions × AOV
   • Incremental profit = incremental revenue × gross margin
   • ROI = (incremental profit − campaign cost) / campaign cost
4. Ask AI to produce Excel-ready formulas and plain-language assumptions (copy-paste the prompt below).
5. Implement in spreadsheet, add input validation and three scenario buttons: conservative, expected, aggressive.
6. Validate with historical data or a small A/B test before scaling decisions.

Do / Don’t checklist

• Do keep inputs minimal and explain assumptions.
• Do include profit (not just revenue) and time period.
• Do test with 3 scenarios.
• Don’t overcomplicate with too many parameters initially.
• Don’t trust AI outputs without sanity checks.

Worked example

Inputs: campaign cost $10,000; visitors 50,000; baseline conv 2%; expected lift 0.5% (absolute); AOV $80; gross margin 40%.

Compute: incremental conversions = 50,000 × 0.005 = 250; incremental revenue = 250 × $80 = $20,000; incremental profit = $20,000 × 0.4 = $8,000; ROI = ($8,000 − $10,000) / $10,000 = −20% (not profitable). If lift were 1.5% (750 conv) ROI becomes positive.

Common mistakes & fixes

• GIGO (garbage in, garbage out): fix by using historical benchmarks and realistic ranges.
• Confusing revenue vs profit: always convert to profit using margin.
• Ignoring time value: show payback period and annualize ROI when relevant.

AI prompt (copy-paste)

“You are an expert financial modeler. Create a simple ROI calculator for a marketing campaign. Inputs: campaign_cost, visitors, baseline_conversion_rate, expected_conversion_lift (absolute %), average_order_value, gross_margin_percent. Provide: (1) plain-English assumptions, (2) step-by-step Excel formulas using cell names A1.. style, (3) three scenarios (conservative/expected/aggressive) with example numbers, and (4) a one-paragraph explanation of risks to check.”

Action plan (next 48–72 hours)

1. Draft input list and collect one month of historical data.
2. Use the AI prompt to get formulas and wording.
3. Build spreadsheet, add scenarios and simple validation rules.
4. Test with 2 real campaigns or a small pilot.
5. Refine assumptions and share a one-page business case with stakeholders.

Closing reminder: Start simple, validate quickly, and iterate. AI speeds the build and the explanation — you steer the assumptions and the decisions.

[aaron]

Stop arguing about AI ROI. Build a calculator that proves it in minutes and a business case that gets a yes.

The problem: Leaders want numbers, not hype. Most ROI calculators are overengineered, hard to trust, and never make it to the meeting.

Why it matters: A clean, CFO-ready calculator and one-page business case will shorten sales cycles, filter serious buyers, and drive internal alignment fast.

Lesson from the field: Limit to seven inputs. Anchor to CFO metrics (payback, cash flow, margin). Default to conservative. Show scenarios side by side. State assumptions clearly.

What you’ll need:

• An AI assistant (any GPT-class tool)
• Excel or Google Sheets
• Your basic numbers: current volume, rates, hours, costs, margins
• Optional: a simple form builder to capture inputs and pass them into Sheets

How to do it (end-to-end):

1. Choose your value drivers (pick 2–3): revenue uplift (more leads/sales), cost savings (hours saved), risk reduction (error avoidance). Map each to one or two user inputs.
2. Get AI to draft the model. Paste the prompt below. Expect: input list with guardrails, clear formulas, scenarios, and spreadsheet-ready formulas.
3. Build your sheet. Tabs: Inputs, Assumptions, Calc, Results. Use data validation for ranges. Lock formulas.
4. Generate the business case. Feed the model’s outputs to AI for a one-page CFO memo (investment, benefits, risks, timeline).
5. Publish. Embed the calculator on your site or share a view-only link. Gate the results summary with an email field if you’re generating leads.
6. Calibrate. Run 3 real customers or internal historicals. Adjust defaults until conservative scenario matches reality within 10–20%.

Copy-paste AI prompt (calculator):

“You are a financial modeling assistant. Build a simple ROI calculator for [describe product/service/process]. Output in this structure: 1) Inputs: name, description, unit, default, min, max. Limit to 7 user inputs. 2) Assumptions: any rates or margins required with sensible defaults. 3) Calculations: write explicit formulas in words and also provide Excel and Google Sheets versions. 4) Outputs: Annual net benefit, ROI %, Payback in months, Year-1 cash flow by month, and 3-scenario results (Conservative, Expected, Aggressive). 5) Guardrails: validation rules for each input and warning messages. 6) Instructions: where each formula references each input cell. Use standard drivers: Revenue uplift = (Baseline volume × Uplift % × Gross margin); Cost savings = (Hours saved/month × Fully loaded hourly rate); Net benefit = Revenue uplift + Cost savings − Added costs; ROI % = Net benefit ÷ Investment; Payback months = Investment ÷ Monthly net benefit; Optional NPV = discounted monthly net benefits − Investment at a [8]% discount rate. End with a plain-English paragraph I can paste on a website to explain how to use the calculator.”

Variants you can run:

• SaaS: add CAC payback, churn impact, ARPU uplift.
• Services: add billable utilization increase, write-offs avoided.
• CapEx/Automation: add depreciation, maintenance, throughput increase.

Copy-paste AI prompt (business case):

“Using these calculator outputs [paste Inputs and Results], write a one-page CFO-ready business case. Include: Executive summary, Problem and baseline, Options considered, Financials (Investment, Year-1 and Year-2 net benefit, ROI %, Payback months, NPV at [8]%), Risks and mitigations, Assumptions, Measurement plan (KPIs and review cadence), and a 90-day implementation timeline with owners. Keep it concise and numeric. Conservative scenario first.”

Sheet structure you can mirror today:

• Inputs: Baseline leads or units; Conversion rate; Average order value or margin %; Hours per task; Tasks per month; Fully loaded hourly rate; Investment (one-time + monthly).
• Assumptions: Uplift % from AI initiative; Error rate reduction %; Discount rate; Ramp profile by month (e.g., 50%, 75%, 100%).
• Calc (sample formulas in words):
  • Revenue uplift = Baseline leads × Uplift % × Gross margin
  • Cost savings = Hours saved/month × Hourly rate
  • Monthly net benefit = (Revenue uplift + Cost savings − Added costs)/12
  • ROI % = Annual net benefit ÷ Investment
  • Payback months = Investment ÷ Monthly net benefit
  • NPV (optional) = Sum of monthly net benefits discounted − Investment
• Results: Show Conservative (0.5× uplift), Expected (1.0×), Aggressive (1.5×) in one view with colored indicators for payback under 12 months.

Metrics to track:

• Calculator: start-to-finish completion rate, average time to complete, average ROI reported, percentage with payback under 12 months
• Pipeline: lead-to-opportunity rate for calculator users vs. non-users, opportunity win rate, sales cycle days, ACV lift
• Post-implementation: realized net benefit vs. predicted (by scenario), time-to-payback, variance to assumptions

Common mistakes and quick fixes:

• Too many inputs → Cap at seven; hide complexity in Assumptions.
• Unrealistic defaults → Set conservative by design; show ranges and note data source.
• No scenario analysis → Always include 3 scenarios with clear multipliers.
• Black-box math → Display formulas in plain English under the results.
• No validation → Add min/max and warnings for out-of-bounds entries.
• No follow-through → Tie to a measurement plan and a QBR where you compare predicted vs. actual.

1-week action plan:

1. Day 1: Pick one use case. List your 2–3 value drivers and gather baseline metrics.
2. Day 2: Use the calculator prompt to generate inputs, formulas, and scenarios. Build the sheet with 4 tabs.
3. Day 3: Calibrate with three past deals or internal data. Adjust defaults. Add validation and warnings.
4. Day 4: Use the business case prompt to produce a one-page memo. Review with Finance for realism.
5. Day 5: Publish a shareable version. If external, gate the results summary with an email capture.
6. Day 6: Train sales or stakeholders on a 5-minute walkthrough. Script two discovery questions per input.
7. Day 7: Start tracking the metrics above. Schedule a 30-day review to compare predicted vs. actual.

Your move.

[Author]

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