Admin Cost Calculator
Discover how much time and money you're losing to administrative tasks every year.
This calculator provides estimates based on typical professional time patterns. Actual costs may vary based on your specific role and work environment.
How the Admin Cost Calculator Works
- Select your professional role
Choose your role and enter your hourly rate or salary. The calculator uses role-specific benchmarks to contextualize your results — a lawyer's admin hour costs differently than a freelancer's.
- Enter your weekly time breakdown
Estimate how many hours per week you spend on phone calls, email management, research, and scheduling. Be honest — most people underestimate by 30-50% until they track it.
- View your cost analysis
See your total annual admin cost broken down by category, the percentage of your work week consumed by admin tasks, and how much you could save by delegating to AI.
What Your Admin Costs Reveal
Admin costs range from $20,000 to $100,000+ per year
The total cost depends on your hourly rate and how much time you spend on non-core work. A consultant billing $150/hour who spends 12 hours weekly on admin loses over $93,000 annually in billable time — often without realizing it.
Context switching is the hidden multiplier
Every time you pause focused work to handle an admin task, research shows it takes 23 minutes to fully regain concentration. Five admin interruptions per day can destroy two or more hours of productive time beyond the admin tasks themselves.
Email is the biggest time sink for most roles
Professionals spend an average of 4-5 hours per week managing email — reading, sorting, drafting replies, and following up. For managers and executives, this number often reaches 8-10 hours, making it the single largest admin category.
Skilled professionals doing admin work is the real cost
When a $200/hour attorney spends time on hold with an insurance company, the opportunity cost is staggering. Delegating routine admin to AI at $49/month frees those high-value hours for the work only you can do.
Frequently Asked Questions
How much do administrative tasks cost professionals?
On average, professionals spend 8-16 hours per week on administrative tasks like phone calls, email management, research, and scheduling. At typical professional hourly rates, this can cost $20,000 to $100,000+ per year in lost productive time.
What admin tasks can AI handle?
AI assistants like KallyAI can handle many routine administrative tasks including making and receiving phone calls, email triage and drafting, research and information lookups, and scheduling coordination. The automation potential varies by category, with phone calls being the most automatable at around 75%.
How quickly does KallyAI pay for itself?
For most professionals, KallyAI pays for itself within 2-4 weeks. At $49/month, even saving just a few hours per week of admin time at typical professional rates delivers a significant return on investment.
What is the biggest admin time sink for professionals?
Email management and phone calls are typically the two largest admin time sinks. Executives report spending 4-5 hours per week on each. Combined with research and scheduling, administrative tasks can consume 25-40% of a typical work week.