How the calculator works
It compares two numbers: what your AI tools cost each month, and what the time they save is worth.
- Cost is the price per seat times the number of seats, added up for every tool.
- Time saved is the hours each person saves per week, minus the hours they spend checking or fixing AI output, times the number of people, times 4.33 weeks.
- Value is the time saved times the cost of one hour.
- Net return is value minus cost.
It also flags two leaks that are easy to miss: several general AI assistants doing the same job, and seats nobody uses.
How to measure AI ROI in a small business
- Pick three tasks your team does every week, for example replying to customer emails, writing quotes or summarising meetings.
- For two weeks, time each task the usual way and with AI. Count the time spent checking and fixing the AI output.
- Multiply the hours saved by what an hour of that person's time costs.
- Compare the result with what you pay. Keep the tools that clear the bar and cancel or downgrade the rest.
A rough guess is fine to start. Timing real tasks gives you numbers you can act on.
What popular AI tools cost (October 2026)
| Tool | Price per seat per month | Notes |
|---|---|---|
| ChatGPT Plus | $20 | One person |
| ChatGPT Business | $25 ($20 billed yearly) | Minimum 2 seats |
| Claude Pro | $20 ($17 billed yearly) | One person |
| Claude Team | $25 ($20 billed yearly) | Standard seat |
| Google AI Pro (Gemini) | $19.99 | One person |
| Microsoft 365 Copilot Business | $21 | Annual commitment; add-on to a Microsoft 365 Business plan |
| Perplexity Pro | $20 | One person |
US list prices before tax, checked 16 October 2026. Prices change and differ by country, so check the vendor's page before you buy: OpenAI, Anthropic, Google, Microsoft, Perplexity.
Common questions
What is a good return on AI tools?
There is no standard number. A practical bar: each person should save more time each month than their seat costs. At $25 a seat and $35 an hour, that is less than one hour a month. The bar is low, so the real question is whether people use the tool every week.
Should I count the time spent checking AI output?
Yes. If someone saves two hours writing a draft but spends one hour fixing it, the real saving is one hour.
Do we need more than one AI assistant?
Usually not for everyday writing, research and summarising, where the leading assistants overlap a lot. Pick one for the whole team, then add a specialised tool only for a job the main one can't do.
Does this calculator store my data?
No. Everything runs in your browser. Your numbers are kept only on this device, so they are still here when you come back. Nothing is sent to us.
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