Count the whole system
Implementation, integration, hosting, model usage, maintenance, training, and human review all belong in the calculation. So do the costs of keeping existing tools that the new system was supposed to replace.
Separate capacity from cash
Saving five hours of someone’s week can be valuable without lowering payroll. Record it as capacity your team can use for other work. Retired software, reduced outsourcing, and lower infrastructure bills belong in the cash column.
Be realistic about open source
Open source can improve control and avoid some licensing costs. It still needs someone to operate, secure, update, and support it. Compare complete operating models instead of free and paid labels.
Set a stop rule
Before a pilot, agree on the minimum improvement worth continuing. If the workflow is less reliable, too expensive, or too difficult to maintain, simplify or stop. A disciplined decision not to scale is a useful result.