Ledger olive / rust and sage

A business case proposal from a software vendor to an enterprise buyer’s finance and IT leaders. It covers what the buyer spends today, approval times, how each saving is calculated and who checked it, a similar customer’s results, security and contract terms, a 16-week rollout and three plans on a three-year agreement.

Enterprise SaaS Business Case Proposal

Overview

<h2 style="font-family:var(--proposal-font-heading);font-size:clamp(28px,4.2cqw,44px);line-height:1.14;font-weight:700">Thank you for the finance review</h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">You asked for a business case your CFO and IT director could check line by line.</p>

Introduction

<h2 style="font-family:var(--proposal-font-heading);font-size:clamp(28px,4.2cqw,44px);line-height:1.14;font-weight:700">What accounts payable costs you today</h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">Software and services only. Staff time is counted in the savings below.</p>

Days from invoice received to approved

What you spend today

<h2 style="font-family:var(--proposal-font-accent);font-weight:500;line-height:1.14"><span style="font-size:clamp(30px,4.2cqw,52px)">Over three years the platform costs $456,000 and saves an estimated $1.28 million.</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">That is the Business plan and a fixed implementation fee, against four savings your team has checked. The cost is paid back in about six months.</p>

<h2 style="font-family:var(--proposal-font-heading);font-size:clamp(28px,4.2cqw,44px);line-height:1.14;font-weight:700">How each saving is worked out</h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">Yearly values at full use. Year one counts 75% of each.</p>

<p><strong>$252,700 a year.</strong> Your time study found an invoice takes 14 minutes to handle today. Matched invoices on the platform take about 4.5.</p><ul><li>42,000 invoices × 9.5 minutes saved = 6,650 hours</li><li>6,650 hours × $38 loaded hourly cost = $252,700</li></ul><p><strong>Checked by:</strong> your AP manager, from the September time study</p>

Invoice handling

<p><strong>$150,000 a year.</strong> The platform replaces two things you pay for today.</p><ul><li>Expense tool, ended at renewal in March: $54,000</li><li>Scanning service, ended after the pilot: $96,000</li><li>The ERP module and approval workflow stay in year one, so they are not counted</li></ul><p><strong>Checked by:</strong> your procurement lead, from the current contracts</p>

Retired tools

<p><strong>$24,800 a year.</strong> Suppliers covering $3.1 million of spend offer 2% for paying within ten days. You take 20% of these discounts today because approvals are slow.</p><ul><li>Target: 60% taken, an increase of 40 points</li><li>$3.1 million × 40% × 2% = $24,800</li></ul><p><strong>Checked by:</strong> your treasury manager, from last year’s supplier terms</p>

Early-payment discounts

<p><strong>$37,200 a year.</strong> Your auditors found duplicate payments worth 0.03% of spend last year. We assume the platform stops two thirds of them.</p><ul><li>$186 million spend × 0.02% stopped = $37,200</li></ul><p><strong>Checked by:</strong> your financial controller, from the audit letter</p>

Duplicate payments

<p>Some benefits are real but hard to prove, so they are left out.</p><ul><li>Fewer late-payment fees and supplier calls</li><li>Shorter month-end close</li><li>Lower audit fees</li><li>Any reduction in headcount</li></ul>

Not counted

The business case

<h2 style="font-family:var(--proposal-font-heading);font-size:clamp(28px,4.2cqw,44px);line-height:1.14;font-weight:700">Results for a similar client</h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">A food manufacturer with 11 sites, one year after go-live.</p>

Results for a similar client

<h2 style="font-family:var(--proposal-font-heading);font-size:clamp(28px,4.2cqw,44px);line-height:1.14;font-weight:700">Security, support and contract terms</h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">What your IT director and procurement team asked about.</p>

<p>SOC 2 Type II and ISO 27001, both audited every year. The latest reports are shared under NDA before you sign.</p>

Audits

<p>Single sign-on and automatic user setup through Microsoft Entra ID. Approval limits follow your roles in the ERP.</p>

Sign-in and access

<p>In our US region, with backups in a second US data centre. Supplier bank details are encrypted separately.</p>

Where data is kept

<p>Three years, invoiced yearly in advance. Price fixed for the term, with any rise at renewal capped at 5%.</p>

Contract

<p><strong>Not included:</strong> changes inside your ERP beyond the standard connection, supplier onboarding calls (we provide the emails and guide), and staff time on your side, estimated at 220 hours across finance and IT.</p>

Security and contract

<h2 style="font-family:var(--proposal-font-heading);font-size:clamp(28px,4.2cqw,44px);line-height:1.14;font-weight:700">From signature to all 14 sites in 16 weeks</h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">Two sites go first, so problems are found before everyone moves.</p>

<p>Approval rules, cost centres and the ERP connection agreed with finance and IT.</p>

Design

<p>Platform set up, ERP connection tested, supplier list imported.</p>

Build and connect

<p>Your head office and the Leeds plant move first.</p>

Pilot

<p>The other 12 sites in three groups. The scanning service ends after week 16.</p>

Roll out

Rollout

Your team

<h2 style="font-family:var(--proposal-font-heading);font-size:clamp(28px,4.2cqw,44px);line-height:1.14;font-weight:700">Plans and fees</h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">Three plans on a three-year agreement. We recommend Business, which the business case is based on.</p>

Core

Business

Enterprise

<p>Prices are in USD and exclude tax. Implementation is a fixed $42,000 on every plan, invoiced half at signature and half when all sites are live. This proposal is valid until {{VALID_UNTIL}}.</p>

Plans and fees

<h2 style="font-family:var(--proposal-font-heading);font-size:clamp(28px,4.2cqw,44px);line-height:1.14;font-weight:700">Common questions</h2>

<p>The business case already counts only 75% in year one. Your customer success manager reports the measured saving every quarter against these figures.</p>

What if fewer invoices go through the platform than planned?

<p>Yes. The price is the same, since it is set by invoice volume, but the rollout can stop after the pilot sites while you review.</p>

Can we start with fewer sites?

<p>We send renewal terms 120 days before the end date. Any price rise is capped at 5%, and you can cancel with 90 days’ notice.</p>

What happens at renewal?

<p>Only roles you approve. Changes to bank details need a second approver and are logged.</p>

Who can see supplier bank details?

<p>Yes. Invoices, approvals and attachments can be exported at any time and for 60 days after the agreement ends.</p>

Can we take our data with us if we leave?

<p>An ERP test system, an IT contact for single sign-on, and four hours a week from your AP manager during design.</p>

What do you need from us to start?

Questions

<h2 style="font-family:var(--proposal-font-heading);font-size:clamp(28px,4.2cqw,44px);line-height:1.14;font-weight:700">Next steps</h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">How we start.</p>

Enterprise SaaS Business Case Proposal - Preview