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Cost-benefit analysis template
A cost-benefit analysis compares what a change will cost with what it will return, so a team can decide whether it is worth doing and which way of doing it is best. On the shop floor it is usually a one-page comparison of two or three options for the same problem, one of them often doing nothing or the cheapest fix, using yearly figures. The results most people look at are the net benefit per year, the payback in months, the net present value (NPV) over the years compared, and the benefit-cost ratio: the present value of the benefits divided by the present value of the costs. Page 1 of this template has the options side by side with one-time costs, running costs per year, hard benefits per year (spending that goes down) and soft benefits per year (cost avoided, time freed), and a results block. Page 2 explains each formula and has a worked example. The Excel version works out every result for each option, NPV on hard benefits alone and with soft benefits added, and names the option with the best NPV on hard benefits.
Free to use: print it, copy it and edit it for your team. Enter your name and work email once to download.
Fields for the decision, years and discount rate, and a table with options A, B and C for one-time costs, running costs, hard and soft benefits per year, and results for net benefit, payback, NPV and benefit-cost ratio.Up to three optionsOne-time costsRunning costsHard and soft benefitsPaybackNPVBenefit-cost ratio
When to use it
When to use a cost-benefit analysis template
- When there is more than one way to fix a problem and they cost very different amounts.
- Before asking for money, to check the idea pays back.
- When a kaizen team has to choose between a quick fix and a bigger change.
- To explain to management why the cheaper option was chosen, or why it was not.
How to fill it in
- 1
Name the options
Two or three ways to solve the same problem. Include doing nothing or the cheapest fix as a baseline.
- 2
List one-time costs
Equipment, installation, training and project time for each option, from quotes or estimates.
- 3
Add running costs per year
Maintenance, energy, licenses and consumables each option adds.
- 4
Estimate the benefits per year
Hard benefits where spending goes down, soft benefits where a cost is avoided or time freed. Keep them on separate lines.
- 5
Work out the results
Net benefit per year, payback, net benefit over the years compared, NPV and the benefit-cost ratio, using Finance's discount rate.
- 6
Decide, and write down what the numbers miss
Choose on the hard numbers first. Note safety, quality and customer points that have no reliable dollar value.
A filled-in example
Illustrative, not a benchmarkAn example: a cell that misses shipments because of long changeovers, compared over 3 years at 10% (illustrative numbers).
The example's two options over the 3 years compared
- A: quick-change fixture, $24,00020.6 monthsBCR 1.41
- B: second machine, $180,00050.2 monthsBCR 0.64
Option A, the quick-change fixture, pays back in 20.6 months with a benefit-cost ratio of 1.41. Option B, a second machine, pays back in 50.2 months, after the 36 months compared, with a ratio of 0.64.
- Option A, a quick-change fixture: $24,000 one-time, $1,000 a year to run, $15,000 a year hard benefit in overtime, $6,000 soft.
- Option B, a second machine: $180,000 one-time, $9,000 a year to run, $52,000 a year hard benefit.
- Net benefit per year: A $14,000, B $43,000. Payback: A 20.6 months, B 50.2 months.
- NPV on hard benefits: A $10,816, B −$73,065. Benefit-cost ratio: A 1.41, B 0.64.
The team chose option A. Option B added more capacity than the cell needed and did not pay back within the 3 years compared; with demand growth the comparison would change, so the assumptions were written down.
Common mistakes
Comparing different time spans
Use the same number of years and the same discount rate for every option, or the comparison means nothing.
Adding soft benefits to hard
Decide on the hard numbers. Show the soft benefits beside them as a second figure.
Leaving out doing nothing
Without a baseline nobody can see what the change adds over the cost of carrying on as now.
Hiding the assumptions
Volumes, rates and prices drive the answer. Write them down so others can check and update them.
Download the template
Free to use: print it, copy it and edit it for your team. Enter your name and work email once to download.
Run this template in LeanSuite
In LeanSuite the Loss and Cost Management System ranks each loss by what it costs, KPI Builder tracks your cost KPIs against targets, and the Glidepath report shows closed, projected and carried-over savings against target month by month.
See it in a 45-minute demoIn the lean glossary
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FAQ
Cost-benefit analysis template: common questions
A comparison of what a change will cost with what it will return, over the same period and in the same money terms, to decide whether it is worth doing and which option is best.
Divide the present value of the benefits by the present value of the costs, including the one-time cost. A ratio above 1 means the benefits are bigger than the costs over the years compared.
Payback is how long it takes for the net benefit to repay the one-time cost, ignoring what happens after and the time value of money. NPV discounts every year's net benefit at a rate set by Finance and subtracts the one-time cost, so it shows the value over the whole period.
Yes, but on their own line and as a second result. Decide on the hard benefits first, because soft benefits such as freed hours do not lower spending unless something else changes.
As long as the change will be used, often 3 to 5 years for equipment and fixtures. Use the same number of years for every option.
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- Attribute control chart template (p, np, c and u charts)p, np, c and u charts in one workbook: a chart selector, a sample size check, limits for each subgroup, signal flags and four worked examples.
- Critical spare parts list and stocking levelsAssets ranked by consequence, each part classed and given a stocking policy, and min and max worked out from usage and lead time, with the downtime each stock-out would cost.
- Tier 2 meeting agenda and escalation sheetA 15-minute tier 2 agenda in ten timed blocks, fixed roles and rules, escalation triggers with time limits, and a log that ages every escalation and sends the answer back down.
- HACCP plan template: hazard analysis and CCP worksheetThe Codex 12 steps in one workbook: team and product, process steps checked on site, hazard analysis with the CCP decision tree, the CCP table with completeness checks, an allergen matrix and a verification schedule.
- Forklift operator training and evaluation recordPer-operator training and evaluation record, a register with three-year due dates and refresher triggers, and a weighted practical evaluation scoresheet.
- REBA worksheet (Rapid Entire Body Assessment)Score up to six postures with REBA: body-part drop-downs, Tables A, B and C as lookups, final score and action level, and a before and after comparison.
- Mock recall template: traceability exercise worksheetTrace a finished lot back to every input lot and forward to every first customer, reconcile the quantities against a tolerance and time it against your target.
- ISO 9001 internal audit checklist (production area)46 audit questions for the production floor in 11 processes, each with its ISO 9001:2015 clause, what evidence to look for and the sample to take, plus five defined grades, a findings log, a finding report and a summary by clause.
- ISO 45001 internal audit checklist44 audit questions for the plant floor in 16 safety topics, each with its ISO 45001:2018 clause, the evidence to look for and the sample to take, plus 12 worker interview prompts, a findings log and a summary by clause.
- Plan for every part (PFEP) templateOne row per part: supplier, pack, container, usage, lead time and locations, with ABC classes, market and line kanban counts and a lineside space check.
- Food plant GMP inspection checklist (21 CFR 117 subpart B)55 checks in the order of 21 CFR 117 subpart B, each citing its paragraph and saying what to look at, with a grade, finding, owner and due date; results by section and grade, a walk route and a bakery example.
- Master sanitation schedule with pre-op verificationA master list of cleaning tasks by area and equipment with frequency, chemical, lockout, who and next due date, a weekly on-time count, and the pre-operational verification log with a release step.
- Changeover matrix templateA from-to matrix of changeover minutes with the clean each transition needs (allergen, colour, format), and a weekly planner that totals the order and suggests a shorter one.
- Overhead crane inspection checklist: frequent and periodic34 crane checks tied to OSHA 1910.179: an operator's pre-shift card, frequent and periodic inspections with signed records, a deficiency and tag-out log, and a register of next due dates.
- Measurement uncertainty budget templateA GUM uncertainty budget: Type A and B rows, divisors by distribution, sensitivity coefficients, uc, νeff, k from the t-table, U, TUR and a guard band check.
- Maintenance job plan templateOne job planned on one sheet: steps and craft hours, parts checked against stock, tools, lockout and permits, documents, a ready check for the schedule, and technician feedback.
- Video time study filming checklistA pre-shoot checklist and shot log for filming a time study on video: camera, light, people, settings, power and review.
- Reorder point and safety stock sheet (many parts)Safety stock, reorder point, order quantity and an order list for up to 500 parts, worked out from each part's own demand and lead time history.
- OSHA compliance calendar (general industry)37 recurring federal OSHA duties with the paragraph, interval, owner, next due date and an overdue flag, plus a 12-month view and counts by owner.
- TRIR and DART rate trackerMonthly hours, OSHA 300 case counts and near misses in; rolling 12-month TRIR and DART rate, a case budget against your target and a trend chart out.
- FIFO lane sizing sheetThe maximum for a FIFO lane from the stop it must cover, in whole containers, with length, refill and wait checks for up to eight lanes.
- Pugh matrix templateCompare up to 8 concepts with a datum as better, same or worse on up to 12 criteria, flag must-haves, and carry the strongest into a second round.
- Machine guarding inspection sheetA machine register with due dates and a status per machine, 21 checks tied to OSHA 1910.212, .219 and .147, a guard opening check against Table O-10, and an action log.
- Condition monitoring route sheetA route of measuring points with baselines, alert and alarm limits, a check interval from the P-F interval, readings with rising and overdue flags, and an exceptions list worst first.
- Fire extinguisher inspection logOne row for every portable extinguisher: hydro test interval from OSHA Table L-1, annual and 6-year due dates, a 12-month check grid and open issues.
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A shift handover sheet, a red tag log, a changeover checklist for one machine: if your team uses it on the floor, ask.