Business Case Template for Inspection and Compliance Software

One-page summary for the GM

• The problem, in one sentence and one number
• The option recommended, and why not the other two
• Year-one cost, and the monthly cost after that
• The benefit, in your own measures
• The main risk of not acting
• The decision asked for, and by when

Fill this page in last, from the sections that follow, and keep it to one page. It is the page the GM reads.

The problem in numbers (your own figures)

Columns: Measure · Current figure · Period · Where the figure comes from · 9 rows per page

One row each for: inspections a month; hours per inspection, including the write-up; hours to compile a monthly or audit report; open findings; overdue corrective actions; incidents in the last 12 months; lost-time injuries and hours worked; LTIFR (lost-time injuries × 1,000,000 ÷ hours worked); open audit findings. Use a register or a timed sample, not a guess, and name the source.

The options

Columns: Option · What it does · What it does not do · Year-one cost · Main risk · 3 rows per page

Three rows: (1) the status quo, paper or spreadsheets as today; (2) a generic forms tool; (3) an inspection and compliance system that ties findings to corrective actions and keeps the record per asset. Compare what each does with a failed item after the form is signed.

Costs

• Field users × R150 a month
• Admins and managers × R250 a month
• Assets × the asset rate (R80, or R75 above 200 assets, R70 above 500, on every asset)
• Monthly subscription (the three lines above)
• Once-off onboarding fee (R15 000 buying online)
• Year-one cost: 12 × monthly subscription + onboarding
• Internal time: people × hours for setup, training and rollout
• AI credits, if you plan to use the AI features (usage-based)

The Inspecable figures are the published prices on inspecable.com/pricing when this PDF was made, in rand, excluding VAT, billed monthly; annual billing saves 10%. Check the pricing page for the current figures, and use the vendor's quote for any other option. The subscription starts at go-live, not at purchase.

Benefits to quantify, in your own terms

Columns: Benefit · How you will measure it · Today · Your estimate after · Owner · 6 rows per page

Examples: office hours no longer spent typing up and compiling reports; findings closed with evidence instead of left open; overdue actions; the time it takes to produce the records an auditor or inspector asks for. Write each one as your estimate, say how you arrived at it, and measure it again after the first quarter.

Risks of not acting

Columns: Risk · What could happen · Likelihood (your rating) · Consequence (your rating) · 5 rows per page

Consider enforcement: on a mine, an inspector of mines can instruct that work stops under section 54 of the Mine Health and Safety Act; at a plant, a Department of Employment and Labour inspector can issue notices under the Occupational Health and Safety Act. Consider audit findings against your certification or a client's contractor requirements, and a finding that was raised but never closed.

The decision asked for

• Decision requested
• Budget line and amount
• Start: trial date or kickoff date
• Who signs
• Decision needed by
• Review point (for example, after the first quarter live)

Sign-off

• Prepared by: signature and date
• Sponsor: signature and date
• GM or budget holder: decision, signature and date