Investment Calculator: Digital Time Tracking and HR Processes

Investment in the base module and self-service processes compared to the opportunity costs of manual time tracking and manual vacation/absence requests—per employee per month, including the degree of digitization.

Capital Expenditures

Time Tracking Base Module

Purchase price one-time purchase €

Monthly fee Recurring costs (base) €/month

Self-Service Processes

Purchase price one-time purchase €

Monthly fee App + electronic sick note €/month

Term Months over which both purchase prices are spread Mon.

Total number of employees Pers.

… with basic time tracking Pers.

… with self-service Pers.

Monthly Investment Amount: –
Self-Service Investment / Month: –
Total Investment / Month: –

Investment per Employee per Month — Base: –
Investment per Employee per Month — Self-Service: –
Investment per Employee per Month — Total (Normalized): –

Opportunity Costs of Manual Processes

Time tracking

Rounded values per time entry sec.

Time-entry effort per time entry sec.

Post-Calculation per time entry sec.

Bookings per day per employee units

Estimated hourly rate Total cost per hour €/hour

Workdays per Month for extrapolation Days

Additional workload per employee per day: –
Opportunity Cost of Time Tracking per Employee per Month: –

Vacation and Leave Requests

Employee Effort Obtain, fill out, and forward the form Min.

Executive Expenses Check vacation balance, address any questions, sign Min.

HR Effort Enter data, archive, update Excel Min.

Vacation Requests per employee per year Units/year

Effort Required for Digital Applications as a percentage of the manual application %

Estimated hourly rate As above, for all roles –€/hour

Savings per digital application: –
Opportunity Cost of Vacation Requests per Employee per Month: –

Total opportunity cost per employee per month (time tracking + vacation): –

Payback Period & Degree of Digitization

Initial Investment (Cost Category)
Cumulative investment (including monthly fees)
Cumulative opportunity costs (time tracking + vacation)

Total Initial Investment: –
Total Monthly Fixed Costs: –
Payback Period for Initial Investment: –

Difference per employee per month (after amortization)

Total Difference per Month (Company, after Amortization)

Level of Digitization in Time Tracking

Level of Digitization: Self-Service

Assumptions

The initial investment (the sum of both purchase prices) is a one-time expense at the start; after that, monthly fees (base + self-service) and the opportunity costs of manual processes continue to accrue each month. The payback period is the point at which the cumulative opportunity costs equal the cumulative investment (initial investment + monthly fees); it is expressed in days (1 month = 30 days). The additional workload per transaction (rounding, data entry, post-calculation—all taking just seconds) is calculated as opportunity costs per employee using the number of transactions per day and the hourly rate, and then extrapolated to a monthly figure. For vacation and absence requests, the digital request is assigned the configured percentage of manual effort (employee + manager + HR); the difference is considered a savings per request and is extrapolated to a monthly basis using the number of requests per year. Both categories are added together for comparison, payback analysis, and charting.

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