How we calculate your estimate

Your inputs

Active clients

Clients you collect documents from each month.

Documents per client each month

How many documents each client typically submits.

Follow-ups per document

On average, how often a document is chased before it arrives (0 if most arrive without chasing).

Minutes per follow-up

Writing the message, checking the reply and updating your records.

Minutes checking each document

Opening it, checking it is the right document, filing it and updating your tracker.

Staff cost per hour (AED)

Approximate fully loaded cost of the staff doing this work. Affects the AED value only, never the time estimate.

Minutes per client to request and track documents (optional, default 10)

Each month: sending the request, logging it and keeping your spreadsheet up to date.

The starting values are illustrative examples, not data from any firm. Replace them with your own.

Today's workflow (from your inputs only)

• Documents per month = active clients × documents per client
• Follow-ups per month = documents per month × follow-ups per document
• Setup and tracking = active clients × minutes per client to request and track documents
• Follow-ups = follow-ups per month × minutes per follow-up
• Checking documents = documents per month × minutes checking each document

The same work with DocuVro

• Setup and tracking = active clients × 0.64 min
• Client help and exceptions = active clients × 0.5 min
• Follow-ups = follow-ups per month × (75% × 0.25 min + 25% × your minutes per follow-up)
• Checking documents = documents per month × the larger of (your minutes per document − 0.22 min) and 0.19 min
• Fixed monthly allowance = 30 min (only when there is any workload)

What these DocuVro figures mean, and where they come from:

• 0.64 min per client — creating and sending the request and checking its status each month.
• 0.5 min per client per month for client help and exceptions (assumption) — a client who can't use the upload link, a file in the wrong place, a question about what to send. Equivalent to 1 client in 10 needing a 5-minute call.
• Follow-ups — the same number as today. Most become a reminder email sent from DocuVro (0.25 min: open the request, press “Send reminder now”), but 25% still need a personal call or message (assumption) and take your own minutes per follow-up. DocuVro's automatic scheduled reminders are not counted, so the estimate also holds when they are not switched on.
• Checking documents — staff still look at every document (the automatic document check is not assumed). DocuVro removes the saving, renaming, filing and tracker updates, modelled at 0.22 min per document, and every document still takes at least 0.19 min (opening it, then marking it correct or requesting a replacement). So if checking takes you a long time, DocuVro saves proportionally less.
• 30 min per month (assumption) — a fixed allowance for reviewing the dashboard and checklist, settings and team questions.

Modelled vs assumed. The 0.64, 0.25, 0.22 and 0.19 minute figures come from our own workflow model: we ran DocuVro's real screens automatically on fictional clients and documents, counted every click, keystroke, page wait and decision, and converted them to time using published keystroke-level timings (Card, Moran & Newell, 1980; Kieras, 1993), typing speed (Dhakal et al., 2018) and reading speed (Brysbaert, 2019). They describe experienced staff working without mistakes and are not measured with people at accounting firms. The exceptions allowance, the share of personal follow-ups and the monthly allowance are our own illustrative assumptions, added so the estimate does not assume DocuVro removes work it doesn't.

Results

• Time reduction (%) = (current minutes − DocuVro minutes) ÷ current minutes × 100
• Hours saved per month = (current minutes − DocuVro minutes) ÷ 60
• Monthly staff-cost value = hours saved per month × hourly staff cost
• Annual staff-cost value = monthly staff-cost value × 12

“Staff-cost value” is the value of staff time freed up. It becomes a cash saving only if paid hours actually go down. DocuVro's subscription price is not deducted.

Worked example (the calculator's starting values)

40 clients × 5 documents = 200 documents and 300 follow-ups a month. Today: 36.7 hours. With DocuVro: 16.5 hours. Saved: 20.2 hours (55%), worth AED 1,212 a month at AED 60/hour, or AED 14,546 a year.

When savings may be lower — or none

• Very small workloads: DocuVro's fixed monthly allowance can outweigh the time saved. The calculator shows a zero or negative result when that happens.
• Slow, detailed document checks: staff still review each document, so the longer that takes, the smaller the percentage.
• Few follow-ups: if clients rarely need chasing, there is less to save.
• Clients who ignore reminder emails: if more than 25% of your follow-ups need a personal call or message, savings are lower.
• The first month also includes one-time setup (importing clients, setting up your checklist, learning DocuVro), which is not part of the monthly estimate.
• Your current time per task may be higher or lower than you estimate; the result is only as good as the inputs.
• New-tool learning time, client behaviour and your own processes are not modelled.
• The DocuVro figures assume experienced staff working without mistakes; neither workflow includes rework from errors.

Privacy

The calculator runs entirely in your browser. Nothing you enter is sent to DocuVro or anyone else.