Model a defined month of processing work using your own observations. Base preparation and review apply to every invoice; exception minutes are additional work, preventing the same time from being counted twice.
What you can do here
Estimate internal invoice-processing effort from entered preparation, review and incremental exception minutes, with an explicit hourly cost and per-invoice comparison.
Built for real invoice workflows
Collect representative activity observations before treating the scenario as an operating estimate.
Preparing your calculator with today’s date…
Base minutes = invoice count × (preparation + review minutes). Additional exception minutes = exception invoice count × extra minutes per exception invoice. Total minutes = both, hours = total/60; modeled cost = minutes × entered hourly cost/60, rounded to cents. Average cost = rounded total cost/invoice count, rounded to cents. Counts are whole, exception count cannot exceed total. Inputs are estimates, not measured activity, payroll rules, industry benchmarks or verified automation savings.
Formulas and examples reviewed October 2, 2026. Illustrative figures; no tax or contractual determination.
100 invoices at five preparation plus three review minutes give 800 base minutes. Ten exceptions at ten additional minutes add 100. Total 900 minutes or 15 hours at USD 30 gives USD 450 modeled cost, averaging USD 4.50 per invoice.
If collection calls or software charges are excluded, state that explicitly. Adding their cost to this labor estimate requires a separate, consistent comparison basis.
No. Use observed records to support assumptions and keep a separate actual activity log.
No. Compare equivalent observed periods, scope and cost basis, including remaining review work and additional fees, before claiming savings.
How to use it
Enter invoice count and base preparation and review minutes per invoice.
Enter the subset needing exception work and its extra minutes.
Apply your stated internal hourly-cost basis and review omitted activities separately.
Why it helps
Separate baseline work from incremental exception work.
Retain time assumptions alongside modeled cost.
Compare total effort and average cost on the same invoice population.
Use the result when creating your invoice in InvoiceAgent. Planner setup links carry the settings they describe into a draft. Review your dates, amounts, PDF, and reminder settings before scheduling.
Document a cost scenario
Retain counts, units and omitted activities.
Observe processing work
Separate actual activity from estimated averages.
Review the model
Avoid double-counting exception time.
Invoice templates
Use the result inside invoice formats that are ready for clients and easier to automate.
Knowledge base
Review the billing concepts behind the numbers before they go onto a live invoice.