Automation Case Study Template: Measuring Your Success

December 30, 2025

Automation Case Study Template: Document and Measure Your Success

Implementing automation is great—but proving its value is even better. A well-documented case study helps justify future investment, share learnings across your organization, and celebrate wins. Use this template to document your automation successes.

Why Document Automation Case Studies

Prove ROI: Demonstrate value to leadership
Justify investment: Support future automation budget
Share knowledge: Help other teams learn
Celebrate success: Recognize team achievements
Learn from experience: Capture lessons for future projects

Case Study Template

Section 1: Executive Summary

(1 paragraph overview of the project and results)

Template:

[Company/Team] implemented automation for [process] using [platform]. The project reduced [key metric] by [X%] and saved [X hours/dollars] per [time period]. Implementation took [X weeks] with a return on investment of [X%] within [timeframe].

Section 2: Challenge / Problem Statement

(What problem were you solving?)

Questions to answer:

What was the manual process?
How much time did it consume?
What were the pain points?
What was the business impact of the problem?
Why was automation the solution?

Section 3: Solution Overview

(What did you implement?)

Include:

Automation platform used (n8n, Make, Zapier, custom)
High-level workflow description
Systems integrated
Key features implemented
Diagram or visual of the workflow (if helpful)

Section 4: Implementation Details

(How was it executed?)

Include:

Timeline (start to finish)
Team involved (internal and external)
Key milestones
Challenges encountered and how resolved
Testing and validation process

Section 5: Results and Metrics

(What did you achieve?)

Quantitative Results:

Metric	Before	After	Improvement
Time per task	___	___	___% reduction
Tasks per week	___	___	___% increase
Error rate	___	___	___% reduction
Response time	___	___	___% faster
Cost per task	$___	$___	___% savings

Qualitative Results:

Team feedback
Customer experience improvements
Unexpected benefits

Section 6: ROI Calculation

(Financial impact)

Implementation Cost: $________
  - Platform subscription (annual): $________
  - Development/agency fees: $________
  - Internal time investment: $________

Annual Savings: $________
  - Labor savings: $________ (hours × hourly rate)
  - Error reduction: $________
  - Speed improvements: $________

ROI = (Annual Savings - Annual Cost) / Implementation Cost × 100
ROI = ________%

Payback Period = Implementation Cost / Monthly Savings = ________ months

Section 7: Lessons Learned

(What would you do differently?)

What went well:

What could be improved:

Recommendations for future projects:

Section 8: Next Steps

(What's coming next?)

Planned enhancements
Additional automation opportunities identified
Expansion to other teams/processes

Sample Mini Case Study

Company: ABC Consulting

Process: Client Onboarding

Platform: Make.com

Challenge: Manual onboarding took 3 hours per client, with inconsistent steps leading to missed tasks and delayed project starts.

Solution: Automated workflow triggered by signed contract. Creates project folders, sends welcome sequence, provisions software access, and creates onboarding task list.

Results:

Time reduced from 3 hours to 15 minutes (92% reduction)
Onboarding errors: 0 (down from 2-3 per month)
Client satisfaction score: +15 points
Monthly savings: $1,800 (based on 20 clients/month)

ROI: 450% first year

Tips for Effective Case Studies

Be specific: Use real numbers, not vague claims
Be honest: Include challenges faced, not just successes
Get quotes: Include testimonials from users
Add visuals: Charts and diagrams tell the story
Keep it concise: 1-2 pages for internal, more for external

Need Help Documenting Success?

Our automation team provides detailed documentation and ROI analysis for every project we complete.