SaaS business case Excel template

Total cost comes before estimated value. The model makes a weak cash case visible even when a capacity estimate sounds attractive. One scenario selector drives one calculation build; missing inputs produce unavailable results.

No email required. Includes a clearly labeled fictional example.

The order of the conversation

1. Case selector and input validity
2. Production cost and potential cash benefit
3. Capacity value shown separately
4. Pilot spending and combined first-year cost

A finished example

−$21,000 year-one cash net The annual cash case is insufficient. Capacity value is an estimate, not an approved expense reduction.

Production first-year cost

$18,000 subscription + $6,000 implementation + $9,000 incremental rollout support cash spend = $33,000.

Cash benefit

$12,000 potential license retirement; unverified.

Capacity-inclusive net

−$2,856 before pilot; −$6,081 after the separate $3,225 pilot.

Build the cost boundary first

Enter subscription, implementation and incremental rollout cash spend before estimating value. Existing staff time belongs in a separate capacity or opportunity-cost view, not automatically in a cash expense reduction. Check whether pilot spend is included or separate.

Make the cash case inspectable

Potential license retirement only becomes a cash saving when the spend can actually end. Name the cancellation dependency and responsible role. The workbook keeps cash net separate from capacity-inclusive net so an attractive time-saving estimate cannot hide a weak cash case.

Finance review checklist

Check annual versus one-time amounts, the scenario selector, missing inputs, zero values and benefit realization. The model is a simple full-year comparison; it does not incorporate taxes, discounting or adoption timing. Use a finance-reviewed model for those additions.

A common formatting mistake

Calling labor time savings cash ROI, or silently excluding the pilot. The layout keeps the meeting decision, evidence boundary and next action together so uncertainty survives the presentation.

Adapt the same evidence for another audience

Use the local presentation builder to reorder approved information without retyping it, or compare all five files in the buying decision kit. Coordinate evidence owners using the mutual action plan.

Original educational layouts. All example observations are invented, not benchmarks or customer proof.