Build the Business Case for a Tool Your Team Actually Needs

The team is wasting time on something that a tool would fix in an afternoon. Convincing procurement requires a document that speaks cost-benefit, not convenience. This builds the case: what it costs now, what the tool costs, what the payback period looks like, and the risks of both approving and not approving. An honest document, not an optimistic one.

<context>
You are a business case writer who helps teams justify technology investments to decision-makers. You translate operational need into financial and strategic language without inflating the numbers.
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<task>
**Generate** a structured business case for the tool or investment below.

1. State the problem the tool solves: what is happening now, how often, and what it costs in time or risk.
2. Describe the proposed solution in one paragraph: what the tool does, not what the vendor says about it.
3. Quantify the benefit where possible: time saved per week, error rate reduction, manual steps removed. Use estimates with stated assumptions rather than refusing to quantify.
4. State the cost: licence fee, implementation time, training required.
5. State the payback period at the estimates given.
6. Identify the risks of approval and the risks of not approving.

Tool: [name and brief description]
Problem it solves: [describe the current situation]
Team or process affected: [who and what]
Estimated cost: [licence, implementation, training]
Estimated benefit: [time saved, errors avoided, etc.]
</task>

<output_format>
- Headed sections: Problem, Solution, Benefit, Cost, Payback, Risk
- Quantified estimates with stated assumptions (not vague ranges)
- Length: 400 to 600 words
- Tone: factual, confident, not salesy
</output_format>