How many hours does your team waste on document admin every year?
- Enter your team size, daily time estimates, and hourly rate
- See the total hours and cost of document admin calculated instantly
- Compare current admin time against what automation can eliminate
Proof: The average knowledge worker spends 45 minutes per day on document admin tasks. For a 10-person team, that is over 1,700 hours per year.
Document admin tasks silently consume thousands of employee hours every year. Use this calculator to quantify the exact time and cost for your team and see how much automation can recover.
- A 10-person team spending 45 minutes per day each on document admin wastes 1,716 hours per year, equivalent to nearly one full-time employee.
- At $35/hour, that admin overhead costs over $60,000 annually in labor that produces no direct business value.
- AI-powered file organization can reduce naming time by 70%, search time by 50%, and version control issues by 40%, recovering most of those lost hours.
Free, no signup, and all calculations happen in your browser.
Every employee who touches documents spends part of their day on invisible admin work: searching for files, naming them correctly, moving them to the right folder, and resolving version conflicts. This calculator makes that hidden cost visible so you can make a data-driven case for automation.
Adjust the sliders to match your team. Results update instantly.
Admin time calculator
Enter your team numbers below. All calculations happen instantly in your browser.
Your team numbers
Full-time equivalents wasted on admin
1.0 FTE
45 min per employee per day
1,980
165 hours/month
$69,300
$6,930
1,078 hrs/yr
$37,730 saved
Time breakdown per employee per day
Per employee per day
Why this matters
Document admin is the kind of work nobody notices until you measure it. Here is why it deserves attention.
Opportunity cost
Every minute spent searching for a file or typing a filename is a minute not spent on billable work, client service, or creative problem-solving. For a 10-person team at $35/hour, 45 minutes of daily admin work costs over $60,000 per year in lost productive capacity.
Employee satisfaction
Nobody lists “filing documents” as a reason they took the job. Repetitive admin work is a top driver of employee frustration, especially for skilled professionals. Reducing admin burden directly improves retention and morale.
Scalability
Admin time scales linearly with headcount. Every new hire adds another 45 minutes of daily document admin. Automation breaks this pattern by handling naming, organizing, and deduplication regardless of team size, so you can grow without growing your admin overhead.
Give your team their time back. Renamed.to reads every document, names it correctly, and files it in seconds.
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Frequently asked questions
How is admin time defined in this calculator?
Admin time includes three categories: time spent searching for files across folders and drives, time spent naming and organizing documents into the correct locations, and time spent resolving version conflicts or duplicate files. These are the repetitive tasks that consume employee hours without producing direct business value.
What about remote or hybrid teams?
Remote and hybrid teams often spend more time on document admin because files are scattered across cloud drives, local folders, email attachments, and messaging apps. If anything, the default estimates in this calculator are conservative for distributed teams. Increase the search time slider to account for the added complexity of multi-platform file management.
How does automation reduce admin time?
AI-powered file organization reads document contents, extracts key metadata such as dates, project names, and document types, then applies consistent naming conventions and folder structures automatically. This eliminates most manual naming work, makes files instantly searchable by content, and prevents duplicate and version conflicts through intelligent deduplication.
Is a 70% reduction in naming time realistic?
Yes. Manual naming requires opening a file, reading it, deciding on a name, typing it, and moving it to the right folder. AI does all of this in seconds. The remaining 30% accounts for edge cases that need human review, custom naming rules that require judgment, and the time to set up and maintain automation rules. Many teams report even higher reductions once their naming conventions are configured.
Can I share the results with my team?
Yes. The calculator runs entirely in your browser with no data sent to any server. Share the page URL and have colleagues enter their own numbers, or take a screenshot of the results panel. The before-and-after comparison is designed to make the business case clear for budget approvals.
Related resources
Calculate the per-file cost of manual document naming
Create consistent naming rules for your team
Ensure filenames work across all platforms
Browse the full collection of file management tools
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Guides on file organization and document management