20+ years with Microsoft 1,100+ organisations under management 131 countries invoiced locally 5 of 6 Solutions Partner designations 4-hour first response
IT Partner.Microsoft Solutions Partner +44 20 8142 5752 Talk to us Get a quote

Home › Licensing › Copilot ROI calculator · Copilot hub

Microsoft 365 Copilot · business case calculator

What does your team’s routine work cost, and what would Copilot give back?

Add the roles that would use Copilot, their pay and the tax on top, and see the hours returned per day, week, month and year in three scenarios — against the real licence price. Then print the business case for whoever signs.

Estimates, not a guarantee: a saved hour is money only when the time is redeployed. The assumptions are visible and editable on this page; the sources are at the foot.

Prices in

1 · Who would use Copilot

RolePeopleSalary per month netConservativeminutes / day savedRealisticminutes / day savedOptimisticminutes / day saved

2 · Pay and hours

Salary entered as
Taxes and contributions on top ?The percentage added to the salary to get the full cost of employment: income tax and social contributions when you enter net pay; employer contributions only when you enter gross. Typical: 35–60% on net, 15–30% on gross. %
Working hours per month
Working days per month
Currency

3 · Licence and adoption

Copilot licence ?Microsoft 365 Copilot Business is the same product at a lower price for tenants on Business Basic, Standard or Premium, up to 300 seats. Everyone else buys Microsoft 365 Copilot.
Commitment
Adoption in year one ?Not everyone uses a new tool from day one. This share of licensed people actually realises the savings, averaged over the first year. Pilots with named routines reach 70–85%; licences handed out without a plan reach 40%. %
Preparation before rollout, one-off ?A one-time check we do before switching Copilot on. Copilot lets each person find any file they already have access to — and in most companies that includes old folders shared with everyone by mistake, like a salary sheet from 2019. We find those folders, close the sharing, and mark confidential documents so Copilot never shows them to the wrong person. Fixed price, one to two weeks. Put 0 if your IT team does this themselves.

Your result

What Copilot could give back, and what it costs

Hours of routine work returned each year and what that time is worth, in three scenarios, against the licence price. The realistic scenario is highlighted.

Microsoft promotion · until 31 December 2026

Try Copilot Business free on up to 25 users before you buy

Microsoft is running a Copilot Business trial for companies on Business Basic, Standard or Premium: up to 25 trial licences, registered by a partner, until 31 December 2026. Run the pilot from the business case below on it and decide on measured hours. Two ways to start:

  1. You already have a Microsoft 365 tenant. Click the link below and accept the reseller relationship — you must be a Global Administrator of your tenant — so that we can add the trial to it. Then fill in your company details on the right. Authorise IT Partner in your tenant →
    This authorisation link is for customers in Europe and the UK (billed by IT Partners EU OÜ). For other regions, use the form on the right and we send the right link.
  2. You do not have a tenant yet. Send the details below; we create the tenant, register the trial and hand you the admin account.

Request the trial

Legal entities only. The trial is Microsoft’s; we register it, add the licences and run the readiness review if you want it. No charge for the trial.

Executive business case

A one-page case for whoever decides, printable and sendable

Written from the numbers above. Print it, save it as PDF, or email it with a link back to this calculation.

Send the business case

The email carries the case as a table and the link that rebuilds it. A pilot proposal comes with the readiness review scoped for your tenant. We sell to legal entities only.

How the numbers are made

Assumptions, in the open

Where do the minutes per role come from?

From Microsoft’s Work Trend Index and Copilot usage studies, Forrester’s Total Economic Impact study of Microsoft 365 Copilot, and what we see in our own rollouts: people who use Copilot daily report saving roughly 30 minutes to two hours a day depending on how much of their day is email, meetings and documents. We set three values per role — conservative, realistic, optimistic — and you can overwrite any of them.

Why is adoption in the formula?

Because licences are bought for everyone and used by some. Studies and our experience put realised use at 40–85% in the first year, depending on whether the rollout came with a pilot and named routines. The calculator multiplies the savings by this share; the licence cost is not reduced, because it is paid regardless.

Is a saved hour really money?

Only if it is used: for more sales calls, faster close, fewer overtime hours, or a hire not made. For salaried staff the saving is capacity, not cash, until management redeploys it. That is why the case shows hours first and money second, and why the pilot measures actual usage before the company-wide purchase.

What is not in the number?

Quality: fewer errors, faster customer replies, knowledge that stays when people leave. Real, and not counted, because they cannot be measured before you start. The strategic-benefits section of the case lists them without a euro sign.

Licence prices: Microsoft CSP price list, Europe, 1 September 2026 — Microsoft 365 Copilot 312.00 EUR / 276.89 GBP per user per year annual, Copilot Business 218.40 EUR / 193.82 GBP. Sources: Microsoft Work Trend Index; Forrester, The Total Economic Impact of Microsoft 365 Copilot for SMB; Microsoft Copilot Dashboard usage reports. Six Copilots compared: which one for which job →