Five steps, in order.
The thing the agent should change. One number, not a dashboard.
Two to four weeks of the current numbers, from the system where possible.
Same metric, same sources; check quality on a sample of the agent's work.
Seasonality and teething problems smoothed out; decide to extend, change or stop.
One line in the monthly report, so the number stays honest.
Assumed numbers, real method.
| Line | Assumption | Per month |
|---|---|---|
| Manual work removed | 10 hours a week removed × €40 an hour, fully loaded | ≈ €1,733 |
| Attributable revenue | Not counted in this example, to stay conservative | €0 |
| Maintenance | Run & Care | −€490 |
| Usage | Model and channel fees, assumed | −€150 |
| Net monthly value | ≈ €1,093 | |
| Payback | €3,900 build ÷ €1,093 | ≈ 3.6 months |
Every number except Oravel's prices is an assumption for illustration. It is not a client result or a promise; replace it with your own baseline.
Where ROI maths goes wrong.
If the hours saved are spread as minutes across ten people, nothing changes on the payroll. Say what the time will be used for.
A faster reply helps conversion; it does not create every booking that follows. Count only what the baseline did not have.
Maintenance, model usage and per-message fees are monthly. One published estimate (Searchlab, March 2026) puts typical SME agent running costs at €300–€1,500 a month.
An agent that is fast but wrong costs money later. Check a sample of its work every week at the start.
Not legal advice.
This guide is general information, checked against the sources listed, and not legal advice. Rules change; check the current text or ask a lawyer before you rely on it. Checked November 2026.
Common questions.
What is a good payback period?
Many owners look for payback within a year. That is a business choice, not a rule; a lower-risk, smaller system is easier to pay back quickly.
Can revenue be counted?
Yes, when you can compare like with like: for example, the share of enquiries that became bookings before and after, on the same lead sources.
What if the target is missed?
With Oravel, the target is written into the plan. If it is missed, we keep working at no cost; if it is still not met after 90 days, the setup fee is refunded.
Do we need a BI tool to measure this?
No. Most of the time the CRM, helpdesk or a simple log of the agent's work is enough.
Want this in your business?
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