A good business case doesn’t have to be complex.
It doesn’t need a 40-page slide deck or a consultant’s price tag.
It simply needs to prove that the solution you’re proposing is worth the time, money, and attention to implement.

Here’s a straightforward way to build a business case that leaders will understand and support — plus real examples most business owners and IT employees face every day.

---

✅ Step 1: Define the Problem Clearly

Every strong business case starts with a simple, undeniable problem statement.

Ask yourself:

• What is the pain?
• Who feels it?
• How often does it happen?
• What happens if we do nothing?

✔ Everyday Examples

• “Our warehouse team spends 12–15 hours a week manually entering shipping data.”
• “Customer service tickets are up 30% because customers can’t find updated documentation.”
• “We lose $7,000/month in spoiled food because our refrigeration monitoring system is outdated.”

A clear problem creates urgency.
A vague problem kills a business case before it starts.

---

✅ Step 2: Show the Impact (Cost, Time, Risk, Customer Experience)

Executives don’t buy tools — they buy outcomes.

For each problem, outline the real impact:

• Financial impact (lost revenue, waste, extra labor)
• Time impact (hours wasted, slower processes)
• Customer impact (churn, bad reviews, SLA failures)
• Risk impact (compliance, security, downtime)

✔ Everyday Examples

• “Manual data entry costs us $48,000/year in labor.”
• “Our slow onboarding process delays revenue by 5–7 days per new client.”
• “Our outdated IT backup creates a real risk of multi-day downtime.”

This is where leaders lean in — because now you’re speaking their language.

---

✅ Step 3: Propose the Solution

Now present the simplest, most direct fix to the problem.

Describe:

• What the solution is
• What it does
• Why it fits this problem
• Any alternatives you considered

✔ Everyday Examples

• “Implementing an automated shipping API will remove 90% of manual entry.”
• “Migrating documentation to a searchable knowledge base will reduce ticket volume by 20–40%.”
• “Replacing the refrigeration sensors with smart IoT monitors will alert staff before spoilage happens.”

Make sure the solution ties directly to the pain — not just because it’s a cool new tool.

---

✅ Step 4: Show the ROI (Return on Investment)

A business case lives or dies on the math.
Give leaders a clear, conservative estimate of the return.

Simple ROI formula:
ROI = (Annual Benefit – Annual Cost) / Annual Cost

✔ Everyday Examples

• Automation Software:
  • Cost: $12,000/year
  • Benefit: $48,000/year in labor savings
  • ROI: 300%
• Knowledge Base:
  • Cost: $4,000
  • Benefit: 400 fewer support tickets per month (~$12,000 savings)
  • ROI: 300%
• Refrigeration Sensors:
  • Cost: $2,500 installation + $600/year
  • Benefit: Prevents $7,000/month in spoilage
  • ROI: Over 3,000%

When ROI is simple and clear, approvals get faster.

---

✅ Step 5: Outline the Implementation Plan

Show that you aren’t just throwing an idea over the fence.

Include:

• Timeline
• Key phases
• Who’s involved
• Required changes
• Training needs
• Support requirements

✔ Everyday Example

“The automation project”

• Week 1–2: Vendor setup
• Week 3–4: IT configuration
• Week 5: Test with 1 team
• Week 6: Full rollout
• Total team involvement: IT, logistics, one admin

A business case with no plan = an idea.
A business case with a plan = a project.

---

✅ Step 6: Call out the Risks (and how you’ll mitigate them)

Leaders appreciate honesty.
Show that you’ve thought through the concerns.

✔ Common Risks

• Team adoption
• Budget overruns
• Integration limitations
• Temporary disruption

✔ Example Mitigations

• “We’ll train users in advance and offer recorded how-to videos.”
• “We’re starting with a pilot to test integration before scaling.”
• “We’ll run the new system in parallel for 2 weeks to avoid downtime.”

This builds trust.

---

📊 Putting It All Together: A 1-Page Business Case Template

1. Problem
Our manual invoicing process takes 15 hours/week and delays cash flow.

2. Impact
$38,000/year in labor + slower payments + frequent errors.

3. Solution
Implement automated invoicing software integrated with our CRM.

4. ROI
Costs: $6,500/year.
Benefits: $38,000/year labor savings + faster revenue capture.
ROI: 485%.

5. Implementation Plan
6-week rollout, training included, pilot with finance team.

6. Risks & Mitigation
Adoption risk → training + parallel run.
Integration risk → vendor-assisted configuration.

That’s a complete, simple, compelling business case.

---

⭐ Final Thoughts

A good business case is not about jargon or complexity.
It’s about clarity, credibility, and a direct connection between the problem, the solution, and the payoff.

Whether you’re a small business owner, IT manager, engineer, or executive — mastering business cases is one of the fastest ways to drive change, get funding, and move your organization forward.