Skip to main content
Groenewold IT Solutions LogoGroenewold IT Solutions – Home
🇩🇪
ROI calculator for software investments

ROI Calculator – When Does Your Investment Pay Off?

8 interactive ROI calculators for the most important IT decisions: From custom software to AI integration to ERP systems.

Ongoing license costs, rising maintenance expenses, manual effort – at some point, the question arises: Is a custom solution worth it? The answer rarely depends on the initial investment alone. What matters is the Total Cost of Ownership (TCO) over the entire lifecycle.

Our 8 interactive ROI calculators compare the total costs of two options over 5 years and show the break-even point – the month when your investment starts paying off. All calculators also offer a software leasing option that lets you spread the initial costs over 6 years to preserve your cash flow.

Choose the calculator that best matches your question. Each calculator accounts for industry-specific factors such as salary increases, error costs, scaling effects, and ongoing operating costs. The results provide an initial estimate – for a reliable decision basis, we are happy to create a customized business case for you.

18–36 months

Custom Software vs. Standard Software

When does custom development pay off compared to ongoing license costs?

  • Enter user count & license costs
  • Annual price increases included
  • Break-even point shown instantly
Open Calculator
6–18 months

Automation vs. Manual Work

When does an automation solution pay for itself compared to manual effort?

  • Enter hours & personnel costs
  • Configurable automation level
  • Salary increases factored in
Open Calculator
12–30 months

Modernization vs. Continued Operation

Is modernizing your legacy system worthwhile or is continued operation more cost-effective?

  • Rising maintenance costs modeled
  • Productivity gains included
  • Investment vs. recurring costs
Open Calculator
4–18 months

AI Integration vs. Manual Processes

Is AI worth it for your business? Compare personnel costs and error costs with an AI solution.

  • Time savings & error reduction
  • AI operating costs included
  • Configurable automation level
Open Calculator
3–12 months

API Integration vs. Manual Data Entry

Is automated data transfer between your systems worth the investment?

  • Time per data transfer
  • Error costs factored in
  • Operating costs vs. manual work
Open Calculator
Immediate

Proactive Maintenance vs. Downtime Costs

What does neglecting maintenance cost? Compare downtime costs with a proactive maintenance contract.

  • Downtime & revenue loss
  • Incident reduction calculated
  • SLA models compared
Open Calculator
6–18 months

Own Shop vs. Marketplace

When does your own online shop pay off compared to marketplace commissions?

  • Commissions vs. fixed costs
  • Revenue growth included
  • Payment fees compared
Open Calculator
8–24 months

ERP System vs. Standalone Tools

Is an integrated ERP system more cost-effective than multiple individual tools?

  • License costs of all tools totaled
  • Manual data entry factored in
  • Efficiency gains included
Open Calculator

Why the TCO Comparison Is Crucial

Many companies only consider the initial costs of an IT investment. However, the Total Cost of Ownership (TCO) over 3–5 years determines which solution is actually more economical. Ongoing licenses, rising personnel costs, and growing maintenance efforts often make the status quo more expensive than it appears at first glance.

Our ROI calculators make these hidden costs visible. They model realistic scenarios with annual price increases, error costs, and scaling effects – so you can make investment decisions based on reliable numbers rather than gut feeling.

License costs rise

SaaS licenses typically increase by 5–15% per year – exponentially with growing user counts

Maintenance gets pricier

Legacy systems cost more every year: knowledge is lost, skilled workers become scarcer

Personnel costs grow

Manual processes become more expensive with every pay raise – automation scales without additional costs

Software Leasing: Spread Your Initial Costs

All our ROI calculators offer an integrated leasing option. This allows you to spread the initial development costs over 72 months (6 years) instead of making a large upfront payment. This improves your cash flow and often shifts the break-even point significantly forward.

Software leasing is treated as a business expense and is tax-deductible. This turns a large investment into a predictable monthly payment – ideal for companies that want to deploy their budget flexibly. The leasing surcharge of 12% over the term is typically significantly cheaper than a bank loan.

More About Software Financing

Up to 50% Funding for IT Projects

Many IT investments are subsidized through federal and state funding programs. Digitalization measures, AI projects, and automation solutions are particularly frequently eligible for funding. Our grant calculator shows you in just a few steps which programs are available for your project and how much the subsidy could be.

Calculate Grants

Need a Custom Analysis?

The calculators provide an initial estimate. For a reliable decision basis, we create a detailed business case for you – free of charge and without obligation. We consider your specific requirements, integration landscape, and non-monetary factors such as employee satisfaction and strategic advantages.

Get in TouchAll Cost Calculators

Frequently Asked Questions About the ROI Calculators

What is an ROI calculator?
An ROI calculator (Return on Investment) determines when an investment pays for itself. Our calculators compare the total costs of two options over 5 years and show the break-even point – the moment when the new solution becomes more cost-effective than the status quo.
How accurate are the results?
The calculators provide an initial estimate based on typical industry benchmarks. For a reliable calculation, we recommend a free initial consultation where we consider your specific requirements and individual factors.
Which calculator should I use?
Choose the calculator that best matches your question: 'Custom vs. Standard' for comparing with SaaS licensing models, 'Automation vs. Manual' for evaluating process automation, and 'Modernization vs. Continued Operation' for legacy systems with rising maintenance costs.
Do the calculators also consider non-monetary benefits?
The calculators focus on direct costs. Non-monetary benefits such as independence, better scalability, higher employee satisfaction, and reduced security risks further improve the actual ROI.
What is the difference between ROI and TCO?
TCO (Total Cost of Ownership) calculates the total costs of a solution over its entire lifecycle – including acquisition, operation, maintenance, and training. ROI (Return on Investment) relates the investment to the profit or savings. Our calculators combine both approaches: They show the cumulative total costs (TCO) of two options and determine the break-even point (ROI).
Can I finance the initial costs through leasing?
Yes, all calculators offer an integrated leasing option. This allows you to spread the initial investment over 72 months (6 years) at a predictable monthly rate. The leasing surcharge is 12% and is tax-deductible as a business expense. In many cases, leasing shifts the break-even point significantly forward because no large upfront payment is required.
Are there grants available for IT investments?
Yes, many IT projects are eligible for federal and state funding programs – especially digitalization measures, AI projects, and automation solutions. Funding rates of 30–50% are possible. Our grant calculator shows you which programs are available for your project. We also support you with the application process.

Next Step

Need a custom cost estimate for your project?

We provide a realistic effort estimate based on your specific requirements.

Free Initial AssessmentSchedule Appointment

30 min strategy call – 100% free & non-binding

ROI Calculator | 8 Interactive Comparison Calculators for IT Investments