ROI Calculator for Project Management Software
Validated ROI calculation based on established industry studies, Forrester TEI methodology and current GSA region salary data 2024.
Scenario
Forrester TEI + GPM 2024User Distribution
Investment (Year 1)
Benefits (Year 1)
Validated by Leading Industry Studies
Our ROI calculation is based on the Forrester Total Economic Impact (TEI) methodology and current GSA region salary data from the GPM study 2024.
Forrester TEI Methodology
Validated in over 22 company studies with 250+ users
GPM Salary Study 2024/25
1,000+ project managers GSA region, current full costs
Conservative Assumptions
Only 60% of theoretical time savings is realized
Data Sources
Where Do the Savings Come From?
Based on real customer data, we show you how time savings are distributed across different roles.
Scientifically validated: Automated reporting, portfolio transparency (Forrester TEI)
Validated: 4+ hours/week reporting savings, simplified project creation
McKinsey-validated: 20% less information search, clear task assignment
Transparent ROI Calculation
All calculations in detail - from assumptions to final result.
Calculation Basis
| Role | Count | Time Saving/Week | Work Weeks/Year | Hourly Rate | Base Saving | Adoption Rate | Saving/Year |
|---|---|---|---|---|---|---|---|
PMO incl. Assistants | 1 | 3h | 44 | €61 | €8,052.00 | 60% | €4,831.20 |
Project Managers incl. Assistants | 6 | 1.4h | 44 | €41 | €15,153.60 | 60% | €9,092.16 |
Team Members | 43 | 1.3h | 44 | €41 | €100,843.60 | 60% | €60,506.16 |
| Total Benefits (Year 1) | €74,429.52 | ||||||
Investment Calculation (Year 1)
ROI Summary
Calculation Notes: All values are based on estimates grounded in real customer data. Individual results may vary depending on company structure, implementation quality and usage intensity. Time savings have been evaluated in various studies and reflect average efficiency gains. The hourly rates used represent total employer costs (extended employer net) including wages, payroll taxes, social contributions and operational overheads.
How to calculate the ROI of project management software
The calculator above follows four steps. You can use the same formulas to work out the return on investment yourself.
- 1
Add up the investment
First-year licence costs, training (one hour per user at their hourly rate) and the cost of rollout and consulting. Together they make up the investment.
- 2
Estimate time saved per role
How many hours per week do the PMO, project managers and team members save through less reporting, fewer alignment meetings and one central data base? The calculator uses figures from industry studies.
- 3
Turn time into money
People × hours per week × 44 working weeks × hourly rate (full employer cost). Because the full saving never materialises, the calculator only counts 60 to 100 % of it, depending on the scenario.
- 4
Derive ROI and payback
Benefit and investment give you the ROI as a percentage and the payback period in months. For the five-year view, each year’s benefit is discounted at 5 % (net present value, NPV).
The formulas
- ROI as a percentage
- ROI = (benefit - investment) ÷ investment × 100
- Payback period in months
- Payback = investment ÷ (annual benefit ÷ 12)
- 5-year ROI (discounted)
- Benefit = Σ annual benefit ÷ 1.05^year, cost = investment + licence costs years 2 to 5
Example: If the software delivers €60,000 of benefit per year for a €20,000 investment, the ROI is (60,000 - 20,000) ÷ 20,000 = 200 %. The investment pays back after 20,000 ÷ 5,000 = 4 months.
ROI calculator FAQ
How the return on investment is calculated and what the figures are based on.
ROI = (benefit - investment) ÷ investment × 100. The investment covers licences, training and rollout. The benefit is the working time saved by the PMO, project managers and team, converted at their hourly rate. The ROI calculator on this page does exactly this for your team size.
In the Forrester TEI studies the calculator is based on, ROI ranged from 187 % to 640 %. The "Scientifically validated" scenario is deliberately cautious and counts only 60 % of the theoretical time saving.
The payback period is the investment divided by the monthly benefit. It depends mainly on team size and the split between PMO, project managers and team. The calculator shows it in months for your inputs.
On the Forrester TEI methodology (Total Economic Impact), hourly rates from the GPM salary study 2024/25 (PMO €61/h, team €41/h, full employer cost) and studies by PMI, BCG and Standish. It assumes 44 working weeks per year.
Yes. The calculator is free and needs no sign-up. The calculation runs entirely in your browser.
The formula works for any IT project. The built-in assumptions, i.e. the time saved per role, are tailored to introducing project management software. For other projects, put your own figures into the formulas above.
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