Business case for a new initiative

Write a persuasive but honest business case with costs, benefits, ROI, payback, risks and a clear ask for approval.

Prompt template
Write a business case that I can submit to {{approver}} for this initiative: {{initiative}}.

Problem or opportunity: {{problem}}
Proposed solution: {{solution}}
Costs I know (one-off and ongoing): {{costs}}
Benefits I expect (savings, revenue, risk reduced): {{benefits}}
Time horizon for evaluation: {{horizon}}

Include these sections:
1. **Summary and ask** (under 100 words): what we want approved, the total cost, and the headline return.
2. **Problem and urgency**: the cost of doing nothing, quantified where possible.
3. **Options considered**: do nothing, the proposed option and one alternative. Explain why the proposed option wins.
4. **Financials**: a table by year for costs, benefits, net benefit and cumulative cash flow; then ROI, payback period and a simple NPV if I gave enough information. Show formulas in words. Where I gave no number, use a clearly marked assumption.
5. **Benefits not in the numbers**: strategic, customer and morale benefits, written without exaggeration.
6. **Risks and mitigations** and a downside scenario at 30% lower benefits.
7. **Implementation outline**: phases, owners and milestones.
8. **Success measures**: how we will know after 6 months whether it is working.

Tone: confident, concrete and transparent about uncertainty. Avoid buzzwords. Highlight the two numbers the approver is most likely to challenge.
Example output
**Summary and ask:** Approve $54k in year 1 ($30k implementation + $24k licence) for automated AP. Expected net benefit over 3 years: about $252k, payback in roughly 10 months. **Problem:** Four people process 1,800 invoices monthly. Late fees cost about $30k a year; close takes 9 days. **Options:** do nothing (cost keeps rising with volume); automate (proposed); hire two clerks (higher cost, same errors). | | Year 1 | Year 2 | Year 3 | |---|---|---|---| | Costs | $54k | $24k | $24k | | Benefits | $90k + $30k fees = $120k | $120k | $120k | | Net | $66k | $96k | $96k | | Cumulative | $66k | $162k | $258k | Assumption: benefits are 1.5 FTE x $60k = $90k plus $30k avoided fees. Three-year net is $258k; after about $6k of internal time, roughly $252k. Payback is around month 10. **Risks:** adoption, ERP integration delays. Downside at 30% lower benefits: still positive by month 14. **Challenged numbers:** the 60% time saving and the fee elimination. **Success measures:** invoices per person per month; late-payment fees; days to close.

Why it works

Listing the two numbers the approver will challenge, and showing a downside case, builds trust. Replace every assumption with a figure from your finance team before submitting.

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