Agency admin hours-saved calculator
The tool
The question it answers: How many admin hours do we spend a year, and how many could we free up?
Runs in your browser, and the numbers you enter are not sent to a server.
How it's calculated
- Total admin work per year = active clients × admin tasks per client per month × 12 × minutes per task ÷ 60.
- Hours saved = total admin work × the share you assume can be automated.
- Working weeks = hours saved ÷ 40, that is, a 40-hour working week.
- The four inputs are your assumptions: active clients (20 to 3,000), tasks per client per month (0.5 to 10), minutes per task (2 to 60) and the share that could be automated (0% to 90%).
Starting values: The tool opens with 300 clients, 2 tasks a month, 10 minutes per task and 40% automation. These are illustrative starting values, not data about agencies.
How to use the result
Count your active clients, and set aside one week to note how much time goes on reminders, collecting documents, updating details and forms. An order of magnitude is enough, no precision needed.
Enter your numbers and start with a cautious assumption for the share that could be automated. Drag the slider to see how sensitive the scenario is to it.
Pick one repetitive task and start there, not with everything at once. After a month, check whether the time really went down.
What the result does not say
- The result is an illustration calculated from the numbers you entered. It is not an industry average, not a comparison with other agencies and not a promise of savings.
- The calculation does not include rollout time, tooling cost or the human review that automation needs.
The tool illustrates a result from the numbers you enter. It is not an industry measure, a comparison with other agencies or a promise of savings or results.
Frequently asked questions
What counts as an admin task?
Repetitive work that does not need pension expertise: retyping details that were already typed, chasing a document, checking where a process is stuck, passing a message from team to team. You define the category and the average time, and the tool calculates from them.
What automation share should I enter?
There is no number that suits everyone, so the tool does not recommend one. The share depends on your processes and how much of the work repeats. You can start with a low assumption and check after a month what actually happened.
Further reading
The article that explains the topic in depth:
Further reading
More articles related to this tool:
When an Insurance and Pension Agency Outgrows Spreadsheets and WhatsApp
Spreadsheets and WhatsApp work until they don't. Signs your agency has outgrown them, what staying costs, how to move to one system without stopping work.
A Shared WhatsApp Business Inbox for an Insurance Agency Team: How to Do It Right
From personal phones to a shared inbox: assignment rules, templates, response hours, document requests, marketing consent and metrics. A practical guide for the team of an insurance and pension agency.
Terms used in the tool
Short definitions in the glossary:
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- CRM and automation readiness check for your agency
Want to go through your own processes?
We will show which steps you could automate first without losing control, and what that looks like inside the CRM.
