A cleaning robot is an investment, so most organisations need a clear business case before they sign off. The good news is that the calculation is straightforward once you know what to measure. This guide walks through the steps.
1. Measure the work the robot would take on
Start with the areas the robot would clean and how often. Work out the hours your team currently spends on that repetitive floor cleaning each week. This is the time the robot can give back, not the whole cleaning budget.
2. Put a value on that time
Multiply those hours by the full cost of an hour of cleaning, including wages, on-costs and any agency or overtime premiums. Then decide how the freed-up time will be used: reduced overtime, covering vacancies, or moving staff to detail work and reactive tasks that improve standards.
3. Add up the full cost of the robot
- Purchase price or rental fee over the contract term.
- Consumables such as brushes, pads, squeegees and filters.
- Electricity, water and cleaning chemicals.
- Software, support and maintenance plans.
- Staff time to set up, empty, refill and supervise the robot.
4. Work out the payback
Subtract the robot’s running costs from the value of the time it saves to get a monthly benefit. Divide the upfront cost by that monthly benefit to find the payback period. Rental models spread the cost and are often easier to compare month by month.
5. Include the benefits that are harder to price
- More consistent cleaning, recorded in reports you can share with clients or auditors.
- Less physically demanding work for your team.
- Cleaning that continues overnight or during staff shortages.
- A visible sign of innovation for visitors, tenants and customers.
6. Test the numbers on site
Productivity figures on a data sheet are measured in ideal conditions. A trial on your own floors shows real coverage, cleaning time and how much supervision is needed, which makes the business case far more reliable. We can help you plan a trial and gather the figures you need.
