Enter your seat count, your vendor quote and your staff time. You get year 1 and year 2 totals by category and a short budget memo for your CFO. Every figure comes from your inputs; there are no market benchmarks.
Example values, replace with your own.They show how the math works. They are not benchmarks or prices.
Your budget memo
A plain-text draft for your CFO, built from the figures above. The justification bullets are a template: edit them to fit your organization before you send it.
AI Security Budget Request: Fiscal Year 2027
Prepared for: [Your organization]
Request
Year 1: $230,670 (one-time setup plus recurring costs)
Year 2: $217,470 (recurring costs only)
That is $231 per employee in year 1, across 1,000 employees.
Line items
- Platform licenses: $120,000 (1,000 seats at $10 per seat per month); year 2 $120,000
- Deployment and integration (one-time): $8,000
- Policy and governance setup (one-time): $4,000
- Governance upkeep: $7,200; year 2 $7,200
- Employee training: $25,000; year 2 $25,000
- Ongoing operations: $37,500; year 2 $37,500
- Audit evidence preparation: $8,000; year 2 $8,000
- Contingency (10%): $20,970; year 2 $19,770
Justification (edit to fit your organization)
- Employees already use AI tools on personal and company accounts; we need visibility and inline controls.
- 2027 obligations (EU AI Act transparency duties, US state AI laws) require evidence of AI use and controls.
- Year two drops to recurring costs only: the $12,000 in one-time setup does not repeat.
Every figure comes from our own seat count, vendor quote and staff time estimates, not market benchmarks.
How this calculator works
It uses only your inputs. There are no market benchmarks, list prices or industry averages in the math. Each line item is a simple product of numbers you enter:
Platform licenses: seats × price per seat per month × 12.
Deployment and integration (one-time): internal hours × blended hourly rate, year 1 only.
Policy and governance setup (one-time): hours × blended hourly rate, year 1 only.
Audit evidence preparation: hours per audit × audits per year × blended hourly rate.
Contingency: percent of each year’s subtotal.
Year 1 is the one-time setup plus a full year of recurring costs, plus contingency. Year 2 is the recurring costs plus contingency on them. The per-employee figure divides each year’s total by the employees you enter. The currency selector changes the symbol only. Nothing you type is stored unless you choose to email yourself the memo.
FAQ
Where do the numbers in this calculator come from?
Only from what you enter: your seat count, the price per seat on your vendor quote, your internal hourly rate and your staff time estimates. The calculator holds no market benchmarks or industry averages. The values it opens with are examples to show how the math works; replace each one with your own.
Why does year two cost less than year one?
Deployment, integration and the initial policy work are one-time costs, so they appear in year one only. Year two carries the recurring lines: licenses, governance upkeep, training, operations, audit evidence and contingency on those.
How is contingency calculated?
Contingency is the percent you enter, applied to each year’s subtotal. Year one contingency covers one-time and recurring costs; year two contingency covers recurring costs only.
Does the currency selector convert my figures?
No. It changes the symbol shown on the results and the memo. Enter every amount in the currency you choose.
Do I need to give my email to see the results?
No. The totals, the line items and the memo update as you type, and you can copy or print the memo without signing up. The email form is optional and sends a copy of the memo to your inbox.
See it on your own devices
A 72-hour pilot maps the AI already in use before any policy is enforced.