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AI Business Case
Template

Build a compelling internal business case for AI projects. Includes sections for ROI projections, risk analysis, and stakeholder presentations.

A strong business case gets AI projects approved. A weak one gets filed. Use this template to structure your proposal in a way that decision-makers understand: focused on problems, measured in pounds, and honest about risk.

Copy each section below into your own document. Fill in the fields with your specific details. The structure works for any AI project, from a simple chatbot to a full automation platform.

1

Executive Summary

One page max. Answer three questions: What is the problem? What is the proposed solution? What is the expected return?

Problem statement (2-3 sentences)
Proposed AI solution (1-2 sentences)
Expected ROI and payback period
Total investment required
Timeline to first results
2

Problem Definition

Quantify the problem with data. Avoid vague statements like "we could be more efficient."

Current process description
Time spent on the task per week/month
Error rate or quality issues
Cost of the current approach (staff time, delays, lost opportunities)
Impact on customers, team morale, or growth
3

Proposed Solution

Describe what the AI will do in plain language. Focus on outcomes, not technology.

What the AI solution will do (in non-technical terms)
How it integrates with existing systems
What changes for the team (new workflows, training needed)
Vendor or development approach (buy vs build)
Expected performance and accuracy
4

Cost Analysis

Be honest and comprehensive. Include hidden costs, not just licence fees.

One-off costs: setup, integration, training, data preparation
Ongoing costs: licences, maintenance, support, cloud hosting
Internal costs: staff time for project management and testing
Contingency budget (recommend 15-20% on top)
Cost comparison: current vs proposed over 12 and 24 months
5

Benefits & ROI Projections

Conservative estimates only. Better to under-promise and over-deliver.

Direct savings: time saved x hourly cost, error reduction x cost per error
Indirect benefits: faster delivery, improved customer satisfaction, scalability
Revenue impact: new capabilities, competitive advantage
ROI calculation: (Total benefits - Total costs) / Total costs x 100
Payback period: months until cumulative benefits exceed costs
6

Risk Analysis

Demonstrate you have thought about what could go wrong. This builds credibility.

Technical risks: integration complexity, data quality issues, accuracy below threshold
Operational risks: staff resistance, workflow disruption, vendor lock-in
Compliance risks: GDPR, industry regulations, data security
Financial risks: cost overruns, slower than expected ROI
Mitigation strategy for each risk identified
7

Implementation Plan

A phased approach reduces risk and builds confidence.

Phase 1: Pilot scope, timeline, and success criteria (typically 30-60 days)
Phase 2: Expansion plan based on pilot results
Phase 3: Full deployment and optimisation
Key milestones and decision points
Resource requirements per phase
8

Success Metrics

Define how you'll measure success before you start.

Primary KPI (e.g., time saved, cost reduced, error rate)
Secondary KPIs (e.g., team satisfaction, customer impact)
Baseline measurements (current state)
Target measurements (expected after implementation)
Review schedule (weekly during pilot, monthly after deployment)

Tips for Getting Your Business Case Approved

Lead with the problem

Decision-makers care about problems they recognise. Start there, not with the technology.

Use real numbers

"Saves approximately 15 hours per week" beats "improves efficiency." Get specific.

Show you understand risk

Addressing risk head-on builds more confidence than ignoring it.

Propose a pilot

A 30-day pilot with clear success criteria is far easier to approve than a full rollout.

Get a champion

Find someone affected by the problem who will advocate for the solution.

Compare to the cost of doing nothing

Sometimes the most compelling argument is what happens if you don't act.

Related Resources

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ROI Calculator

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Guide

Buying AI Software Guide

How to evaluate AI vendors and what to ask

Guide

AI for SMEs Playbook

A 30/60/90-day AI adoption roadmap

Need Help Building Your Case?

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