ROI / TCO Calculator — Specification
Why it matters: the calculator is the most-used sales tool. It converts abstract "modern platform" into concrete rupee numbers a CFO can defend. Built as an internal web tool + public lite version.
1. Two versions
| Version | Audience | Access | Output |
|---|---|---|---|
| Internal full | Reps + AEs + customers in proposal stage | Salesforce-embedded | Customised PDF report |
| Public lite | Anonymous web visitors | keynova.ai/roi-calculator | Email-gated summary |
The lite version is a lead-magnet. Inputs are simpler, results are directional. Real depth lives in the internal version.
2. Inputs (full version)
2.1 Property profile
| Input | Type | Required |
|---|---|---|
| Property type | dropdown (Hotel / Resort / Restaurant / PG / Homestay) | Y |
| Star rating | dropdown (2-5★, or N/A for non-hotel) | Y for hotel/resort |
| Number of properties in group | integer | Y |
| Total keys / beds / outlets | integer | Y |
| Annual room nights (or occupancy %) | integer or % | Y |
| ADR (₹) | integer | Y |
| F&B % of revenue | % | Y |
| Banquet/events % of revenue | % | Y |
| Spa % of revenue | % | optional |
2.2 Current stack
| Input | Type | Required |
|---|---|---|
| Current PMS vendor | dropdown (eZee / IDS / Hotelogix / Cloudbeds / Opera / Other / None) | Y |
| Current PMS monthly cost (₹) | integer | optional (default by vendor) |
| Channel manager vendor + cost | text + integer | Y |
| POS vendor + cost (if F&B) | text + integer | Y |
| Payment gateway + MDR % | text + % | Y |
| Accounting software + cost | text + integer | optional |
| Banquet / spa specialised tools? | yes/no + cost | optional |
| Number of vendor integration points | integer | calculated |
2.3 Operational pain
| Input | Type | Why |
|---|---|---|
| Hours/week spent on reconciliation | integer | quantifies vendor sprawl tax |
| Hours/month spent on GST e-invoicing | integer | compliance value |
| Number of OTA double-bookings/year | integer | channel manager value |
| Estimated revenue lost to OTA parity violations | ₹ | RM module value |
| Annual staff training cost | ₹ | Hindi UI value |
2.4 Strategic
| Input | Type |
|---|---|
| Planned property openings in 24 months | integer |
| GST turnover bracket (₹ Cr) | bracket |
| DPDPA compliance gap (yes/no/partial) | dropdown |
3. Calculations
3.1 Current state TCO
current_software_cost = sum(all_vendor_monthly_costs) * 12
current_integration_cost = num_integration_points * ₹40,000 # avg integration maintenance/yr
current_reconciliation_cost =
hours_per_week_reconciliation * 52 * avg_hourly_cost_of_finance_staff
current_compliance_cost =
hours_per_month_einvoice * 12 * avg_hourly_cost
+ (DPDPA_compliance_gap == "yes") ? ₹3,00,000 : ₹0
current_double_booking_cost =
num_double_bookings_per_year * avg_room_revenue_loss_per_dispute (₹4,500)
current_training_cost = staff_training_annual
current_TCO = sum(all of the above)
3.2 KeyNova TCO
keynova_software_cost =
keynova_tier_unit_price * num_keys * 12
keynova_integration_cost = 0 # consolidated, single platform
keynova_reconciliation_cost =
hours_per_week_reconciliation * 0.3 * 52 * avg_hourly_cost # ~70% reduction
keynova_compliance_cost = 0 # built-in
keynova_double_booking_cost =
num_double_bookings_per_year * 0.1 * avg_room_revenue_loss # ~90% reduction
keynova_training_cost = staff_training_annual * 0.6 # ~40% reduction (Hindi UI)
keynova_implementation_one_time = property_implementation_fee
keynova_year_1_TCO = sum(above + one_time)
keynova_steady_state_TCO = sum(above)
3.3 Output metrics
year_1_savings = current_TCO - keynova_year_1_TCO
year_2_plus_savings = current_TCO - keynova_steady_state_TCO
three_year_total_savings = year_1_savings + 2 * year_2_plus_savings
payback_period_months =
keynova_year_1_TCO_one_time / (year_2_plus_savings / 12)
# Revenue upside (Business + Enterprise tiers, if RM module included)
revenue_uplift = annual_rooms_revenue * 0.04 # conservative 4% RevPAR uplift assumption
adjusted_savings = three_year_total_savings + 3 * revenue_uplift
3.4 Sanity checks (must pass to display result)
year_1_savingsbetween -₹2 lakh and +₹50 lakh per 100 keyspayback_period_monthsbetween 3 and 36 monthsrevenue_uplift≤ 8% of room revenue (anything above is hard to claim)- If sanity check fails, output flags reviewer + suggests inputs to recheck
4. Outputs
4.1 Hero metric (above the fold)
You could save ₹[X] lakh over 3 years with KeyNova.
4.2 Secondary metrics
- Payback period: [N] months
- Hours/week saved: [N] hours
- OTA double-bookings prevented: [N]/year
- Compliance gap closed: ✓ (with checkmark for each: e-invoice, DPDPA, CERT-In)
4.3 Breakdown table
| Cost category | Today | KeyNova (Y1) | KeyNova (Y2+) | 3-yr savings |
|---|---|---|---|---|
| Software & subscription | ₹X | ₹X | ₹X | ₹X |
| Integration & maintenance | ₹X | ₹0 | ₹0 | ₹X |
| Reconciliation labour | ₹X | ₹X | ₹X | ₹X |
| Compliance labour | ₹X | ₹0 | ₹0 | ₹X |
| Lost revenue (OTA disputes) | ₹X | ₹X | ₹X | ₹X |
| Staff training | ₹X | ₹X | ₹X | ₹X |
| Implementation (one-time) | — | ₹X | — | — |
| TOTAL | ₹X | ₹X | ₹X | ₹X |
4.4 Visual
A bar chart: Year 1, Year 2, Year 3 — current TCO vs KeyNova TCO, savings highlighted.
4.5 Assumptions footer
A small "transparent assumptions" section with the rates used:
- Hourly cost of finance/accounts staff: ₹400/hr
- Per OTA double-booking loss: ₹4,500
- Integration maintenance/yr: ₹40,000 per integration
- RevPAR uplift from RM: 4% (range 2-8%)
- Staff training cost reduction with Hindi UI: 40%
- Reconciliation reduction: 70%
Customer-tunable in the internal version; locked in the public version.
5. Public lite version
Simpler inputs:
- Property type
- Number of keys
- Current PMS vendor (or "Excel/None")
- Email + property name
Single-output hero metric ("You could save ₹X over 3 years")
- "Get the detailed breakdown" CTA (email-gated PDF)
Used as:
- Bottom-of-funnel landing page
- Linked from comparison pages
- Embedded in pricing page
6. Sample customised output (for proposal slide)
For Hotel ABC, 80 keys, Goa
Currently on eZee Absolute + Tally + Citruspay + Ginger Channel Manager
3-Year Total Savings: ₹26.8 lakh
Payback period: 9 months
Hours/week recovered: 19
Compliance gaps closed:
✓ GST e-invoice (IRN)
✓ DPDPA
✓ CERT-In log retention
✓ TRAI DND consent
RevPAR uplift potential: 4% (₹14 lakh/yr)
7. Implementation details
7.1 Tech stack
- Frontend: same Next.js dashboard codebase, isolated subdomain
roi.keynova.ai - Backend: serverless function that computes + generates PDF
- PDF: HTML-to-PDF (Puppeteer) with KeyNova branded template
- Storage: results saved to Salesforce against opportunity (internal) or to HubSpot lead (public)
- Tracking: every interaction logged → product analytics
7.2 Customer trust mechanisms
- "Show your work" — every number traceable to an input + assumption
- "Adjust assumptions" — internal version lets rep tune (with audit log)
- "Sensitivity analysis" — show range (e.g., savings between ₹X and ₹Y)
- "What we don't include" — note explicit non-counted items (e.g., productivity gains beyond reconciliation)
7.3 Versioning
- v1.0: launched alongside pricing page (Day 0)
- v1.1: tier-specific assumptions (Q2 FY26)
- v2.0: customer-self-served version (Q4 FY26)
- v3.0: industry benchmark overlay using KeyNova Index (FY27)
8. Governance
- Assumption updates require sign-off by **Director of Product Marketing
- CFO**
- Sales reps can't change underlying formulas
- Reps can override individual inputs with audit log
- Customers get full transparency on assumptions used
9. Anti-patterns to avoid
- Don't inflate savings (gets caught in CFO review, loses credibility)
- Don't include "soft" benefits without disclaimer (productivity, morale)
- Don't compare to "industry average" when prospect has provided their actuals
- Don't hide assumptions in fine print
- Don't promise revenue uplift as a hard number (always "potential" or "estimated")
10. Distribution + adoption
- Embedded in every proposal (auto-attached PDF)
- Linked in every Demo follow-up email
- Public version is the #1 CTA on the pricing page
- A/B test public version conversion rates quarterly
- Internal rep usage tracked — reps who use it close 30% more
Last reviewed: 2026-05-16 — needs CFO + Product Marketing sign-off before build