How we estimate time savings

Many agent pages on byFrosty show about how many hours a month an agent can save you. Here is exactly how we get that number, so you can check our work.

The short version

We break each kind of agent into four activities you would recognize doing.
For each activity we count how long it takes by hand, how often it comes up, and how much time you save after checking the agent's work.
Connecting your apps adds a second, longer list, because the agent can then take over the checking, looking up, and filing you do today.
We show two numbers: as installed, and after connecting your apps. We lead with the smaller one.

Five rules we hold ourselves to

Show the work. Every number comes from a short list of activities. You can read each line and tell us if it looks wrong for you.
Count only what the agent takes off your plate. We subtract the time you spend checking its work, and the time lost when it misses and you do the activity yourself.
Two honest numbers. "As installed" counts only what the agent can do with what you paste into it, and plans for a cautious month. "Connected" counts what it does after you connect your apps, like your email, calendar, or your reports.
The Monday test. If the agent vanished, would you redo this work by hand on Monday, or just skip it? Work you would skip is not time saved, so we don't count it.
A ceiling. We never show more than 20 hours a month for one person. That is about one hour back every workday.

How we calculate one activity

Take one activity: write up notes, decisions, and owners after a meeting. By hand it takes about 20 minutes, and it comes up about 13 times a month.

The agent gets it right the first time92% of the time

Time you still spend checking its workabout 2 min

Time saved each time (92% of 20 min, minus 2 min)about 16 min

Over a month (16 min × 13)about 3.6 hours

Why subtract the checking time even when the agent gets it right? Because you still read what it made before you use it. And when it misses, you check it and do the activity yourself. That is why no activity ever counts as fully done by the agent.

What we assume the agent gets right

Different kinds of work are easier or harder for an agent to get right. These are our starting assumptions. They are on the careful side, and we will replace them with what people tell us.

Kind of activity	What it means	Right first time	Time checking
Find	Pull and gather information into one place	95%	5% of the activity
Summarize	Boil something long down to what matters	92%	10% of the activity
Reformat	Turn raw material into a table, template, or clean format	92%	5% of the activity
Draft	Write a first version you edit and send	82%	20% of the activity
Analyze	Work out what is going on and why	72%	25% of the activity
Check	Review items against rules; you still own each call	77%	35% of the activity
Follow up	Write the nudge or follow-up; waiting time is not counted	77%	15% of the activity

For the "as installed" number we count activities that need your apps at half credit, since exporting a file and pasting it in still takes you time, and we count one run in ten as skipped for a busy week.

Connecting your apps changes the arithmetic in two ways. The agent runs without you handing anything over, so what is left of an activity is reading the result rather than doing the work. And a second list of activities becomes possible, the checking and looking up and filing that you cannot hand to an agent you have to paste into. What it does not change is how often the work comes up. An agent that runs twice as often is more useful, but you cannot save time on work you were never going to do by hand.

The eight patterns

Every agent on byFrosty follows one of these eight patterns, or gets no number. Here is each pattern's activity list, exactly as the agent pages use it.

The report you rebuild every week

Gathers the numbers, updates the charts, and writes what changed.

Activity	Manual	How often	Time savings
Pull this week's numbers from each tool into one sheetneeds your apps Logging into three or four tools, exporting, and pasting into one sheet. Counted at half credit until the agent can reach them.	45 min	weekly	about 41 min
Update the charts and tables Refreshing ranges, fixing labels, and redoing the tables that break every week.	30 min	weekly	about 26 min
Write the 'what changed and why' summary Comparing to last week and explaining the moves in plain words.	30 min	weekly	about 14 min
Turn it into the version leadership sees Rolling the weeks into one view and trimming it for an executive reader.	60 min	twice a month	about 52 min
Answer the questions the report sets off Someone always asks why a number moved, and answering means going back to the data.	20 min	weekly	about 9 min
Reslice it when someone wants a different cut By region, by rep, by product, from the same numbers you already pulled.	20 min	weekly	about 16 min
After connecting your apps, it also takes over
Check mid-week whether anything moved Opening the dashboard or the CRM to see if a number went the wrong way.	10 min	3 a week	about 8 min
Chase the numbers that are missing or look wrong Working out which system did not update, or which rep did not log anything.	15 min	weekly	about 13 min

Pull this week's numbers from each tool into one sheet
Logging into three or four tools, exporting, and pasting into one sheet. Counted at half credit until the agent can reach them.
45 min manual · weekly · about 41 min saved each time · needs your apps
Update the charts and tables
Refreshing ranges, fixing labels, and redoing the tables that break every week.
30 min manual · weekly · about 26 min saved each time
Write the 'what changed and why' summary
Comparing to last week and explaining the moves in plain words.
30 min manual · weekly · about 14 min saved each time
Turn it into the version leadership sees
Rolling the weeks into one view and trimming it for an executive reader.
60 min manual · twice a month · about 52 min saved each time
Answer the questions the report sets off
Someone always asks why a number moved, and answering means going back to the data.
20 min manual · weekly · about 9 min saved each time
Reslice it when someone wants a different cut
By region, by rep, by product, from the same numbers you already pulled.
20 min manual · weekly · about 16 min saved each time
After connecting your apps, it also takes over
Check mid-week whether anything moved
Opening the dashboard or the CRM to see if a number went the wrong way.
10 min manual · 3 a week · about 8 min saved each time
Chase the numbers that are missing or look wrong
Working out which system did not update, or which rep did not log anything.
15 min manual · weekly · about 13 min saved each time

As installed: about 7 hours a month. Connected: about 11 hours a month.

The question you can't answer in five minutes

Digs into the data behind a question and explains the answer in plain words.

Activity	Manual	How often	Time savings
Pull the data behind a question someone askedneeds your apps Finding the right report or export and filtering it to the question.	30 min	weekly	about 27 min
Work out what is driving the change Slicing the numbers a few ways until the cause shows up.	60 min	weekly	about 28 min
Write the answer up with a recommendation A short note someone can act on, not a spreadsheet.	30 min	weekly	about 19 min
Answer the follow-up questions Every answer gets two more questions.	20 min	twice a month	about 9 min
Get the answer ready for the weekly review Turning the finding into the slide or page the weekly meeting runs on.	15 min	weekly	about 12 min
After connecting your apps, it also takes over
Check whether last week's fix moved the number Going back to the same report to see if what you changed worked.	15 min	weekly	about 6 min
Watch for a number slipping before someone asks Spot checking the metrics you own so you are not caught out in a meeting.	10 min	3 a week	about 8 min

Pull the data behind a question someone asked
Finding the right report or export and filtering it to the question.
30 min manual · weekly · about 27 min saved each time · needs your apps
Work out what is driving the change
Slicing the numbers a few ways until the cause shows up.
60 min manual · weekly · about 28 min saved each time
Write the answer up with a recommendation
A short note someone can act on, not a spreadsheet.
30 min manual · weekly · about 19 min saved each time
Answer the follow-up questions
Every answer gets two more questions.
20 min manual · twice a month · about 9 min saved each time
Get the answer ready for the weekly review
Turning the finding into the slide or page the weekly meeting runs on.
15 min manual · weekly · about 12 min saved each time
After connecting your apps, it also takes over
Check whether last week's fix moved the number
Going back to the same report to see if what you changed worked.
15 min manual · weekly · about 6 min saved each time
Watch for a number slipping before someone asks
Spot checking the metrics you own so you are not caught out in a meeting.
10 min manual · 3 a week · about 8 min saved each time

As installed: about 4 hours a month. Connected: about 8 hours a month.

The blank page

Writes the first version so you start by editing, not by staring.

Activity	Manual	How often	Time savings
Write the first draft of a document or update A doc, memo, procedure, or update written from notes.	60 min	weekly	about 37 min
Rewrite it for a different reader The same content for your boss, your team, or a customer.	20 min	weekly	about 16 min
Write the short note that goes out with it The cover email, summary, or announcement that goes with the main piece.	10 min	weekly	about 5 min
Make it match the template and style guide Headings, formatting, and house style.	15 min	weekly	about 12 min
Update a document when something changes Plans, procedures, and specs go stale every week, and someone has to work the change through the document.	20 min	weekly	about 16 min
Fold the last round of comments into a clean version Collecting scattered comments and edits into one version people can read.	15 min	weekly	about 12 min
After connecting your apps, it also takes over
Dig up the last version and the source material Hunting through the drive, the thread, and last quarter's file before you can start writing.	15 min	weekly	about 13 min
Send it out and file it where it belongs Posting it, emailing it, and putting it in the right folder with the right name.	10 min	weekly	about 8 min

Write the first draft of a document or update
A doc, memo, procedure, or update written from notes.
60 min manual · weekly · about 37 min saved each time
Rewrite it for a different reader
The same content for your boss, your team, or a customer.
20 min manual · weekly · about 16 min saved each time
Write the short note that goes out with it
The cover email, summary, or announcement that goes with the main piece.
10 min manual · weekly · about 5 min saved each time
Make it match the template and style guide
Headings, formatting, and house style.
15 min manual · weekly · about 12 min saved each time
Update a document when something changes
Plans, procedures, and specs go stale every week, and someone has to work the change through the document.
20 min manual · weekly · about 16 min saved each time
Fold the last round of comments into a clean version
Collecting scattered comments and edits into one version people can read.
15 min manual · weekly · about 12 min saved each time
After connecting your apps, it also takes over
Dig up the last version and the source material
Hunting through the drive, the thread, and last quarter's file before you can start writing.
15 min manual · weekly · about 13 min saved each time
Send it out and file it where it belongs
Posting it, emailing it, and putting it in the right folder with the right name.
10 min manual · weekly · about 8 min saved each time

As installed: about 6 hours a month. Connected: about 8 hours a month.

The hour after the meeting

Turns meetings into notes, owners, and follow-ups, and preps you for the next one.

Activity	Manual	How often	Time savings
Write up notes, decisions, and owners after a meeting From a transcript or rough notes you paste in.	20 min	3 a week	about 16 min
Send the follow-up with action items The recap email that goes out after the notes.	10 min	3 a week	about 5 min
Prep for your next important meetingsneeds your apps Who is coming, what is open with them, what you promised last time.	15 min	3 a week	about 12 min
Check which action items from last week got done Going back through old notes to see what is still open.	15 min	weekly	about 9 min
Catch up on a meeting you missed Reading a transcript or someone else's notes to find the part that affects you.	20 min	weekly	about 16 min
Roll the week's decisions into the weekly update Pulling what was decided across several meetings into the update your team and your boss read.	20 min	weekly	about 16 min
After connecting your apps, it also takes over
Copy the action items into your task list Retyping what you agreed into the place you actually track work.	10 min	3 a week	about 8 min
Look up what you promised this person last time Searching old notes and email before a call so you are not starting cold.	10 min	3 a week	about 8 min

Write up notes, decisions, and owners after a meeting
From a transcript or rough notes you paste in.
20 min manual · 3 a week · about 16 min saved each time
Send the follow-up with action items
The recap email that goes out after the notes.
10 min manual · 3 a week · about 5 min saved each time
Prep for your next important meetings
Who is coming, what is open with them, what you promised last time.
15 min manual · 3 a week · about 12 min saved each time · needs your apps
Check which action items from last week got done
Going back through old notes to see what is still open.
15 min manual · weekly · about 9 min saved each time
Catch up on a meeting you missed
Reading a transcript or someone else's notes to find the part that affects you.
20 min manual · weekly · about 16 min saved each time
Roll the week's decisions into the weekly update
Pulling what was decided across several meetings into the update your team and your boss read.
20 min manual · weekly · about 16 min saved each time
After connecting your apps, it also takes over
Copy the action items into your task list
Retyping what you agreed into the place you actually track work.
10 min manual · 3 a week · about 8 min saved each time
Look up what you promised this person last time
Searching old notes and email before a call so you are not starting cold.
10 min manual · 3 a week · about 8 min saved each time

As installed: about 8 hours a month. Connected: about 13 hours a month.

The list of things that are slipping

Keeps the tracker current, spots what is late, and drafts the nudges.

Activity	Manual	How often	Time savings
Update the tracker with what moved this week From updates you paste in, or pulled straight from your apps once they are connected.	30 min	weekly	about 26 min
Spot what is late or at risk Reading down the list to find what is stuck.	20 min	weekly	about 9 min
Write the status update for your boss or team The weekly 'where things stand' note.	30 min	weekly	about 19 min
Nudge owners about overdue items Writing the reminders. Only the writing counts, not the waiting.	15 min	weekly	about 9 min
Get ready for the weekly project meeting Pulling the list into what actually needs discussing, with the asks called out.	20 min	weekly	about 16 min
Re-plan the work when something slips Working out what a late item pushes back, and what has to move with it.	20 min	weekly	about 9 min
After connecting your apps, it also takes over
Pull the status out of the tracker and the threads Clicking through tickets, boards, and email to find out where things actually stand.	20 min	weekly	about 17 min
Notice a slip the day it happens Checking in on the items with a date coming up.	10 min	3 a week	about 8 min

Update the tracker with what moved this week
From updates you paste in, or pulled straight from your apps once they are connected.
30 min manual · weekly · about 26 min saved each time
Spot what is late or at risk
Reading down the list to find what is stuck.
20 min manual · weekly · about 9 min saved each time
Write the status update for your boss or team
The weekly 'where things stand' note.
30 min manual · weekly · about 19 min saved each time
Nudge owners about overdue items
Writing the reminders. Only the writing counts, not the waiting.
15 min manual · weekly · about 9 min saved each time
Get ready for the weekly project meeting
Pulling the list into what actually needs discussing, with the asks called out.
20 min manual · weekly · about 16 min saved each time
Re-plan the work when something slips
Working out what a late item pushes back, and what has to move with it.
20 min manual · weekly · about 9 min saved each time
After connecting your apps, it also takes over
Pull the status out of the tracker and the threads
Clicking through tickets, boards, and email to find out where things actually stand.
20 min manual · weekly · about 17 min saved each time
Notice a slip the day it happens
Checking in on the items with a date coming up.
10 min manual · 3 a week · about 8 min saved each time

As installed: about 5 hours a month. Connected: about 9 hours a month.

The weekly scan for what changed

Checks the sources you are supposed to watch and tells you what matters and what to do.

Activity	Manual	How often	Time savings
Scan outside sources for changes that affect you Rule changes, alerts, news, and notices, read and filtered.	45 min	weekly	about 41 min
Check your own records for exceptions and red flagsneeds your apps Reviewing entries, logs, or stock levels for anything unusual.	45 min	weekly	about 21 min
Write up what changed and what to do about it The weekly note that says what moved and what it means for you.	20 min	weekly	about 12 min
Work out what a change means for your team Reading a new rule or alert against how your team actually works today.	25 min	weekly	about 12 min
Brief the people it affects Telling the team or the business owner what they have to do differently.	15 min	weekly	about 9 min
Keep the log of what you checked and when The record an auditor or manager asks for.	15 min	weekly	about 12 min
After connecting your apps, it also takes over
Check your own systems between scans Spot checking entries, logs, or stock so nothing sits broken for a week.	10 min	3 a week	about 8 min
File the evidence where the auditor will look Saving the proof, naming it properly, and putting it in the right folder.	10 min	weekly	about 8 min

Scan outside sources for changes that affect you
Rule changes, alerts, news, and notices, read and filtered.
45 min manual · weekly · about 41 min saved each time
Check your own records for exceptions and red flags
Reviewing entries, logs, or stock levels for anything unusual.
45 min manual · weekly · about 21 min saved each time · needs your apps
Write up what changed and what to do about it
The weekly note that says what moved and what it means for you.
20 min manual · weekly · about 12 min saved each time
Work out what a change means for your team
Reading a new rule or alert against how your team actually works today.
25 min manual · weekly · about 12 min saved each time
Brief the people it affects
Telling the team or the business owner what they have to do differently.
15 min manual · weekly · about 9 min saved each time
Keep the log of what you checked and when
The record an auditor or manager asks for.
15 min manual · weekly · about 12 min saved each time
After connecting your apps, it also takes over
Check your own systems between scans
Spot checking entries, logs, or stock so nothing sits broken for a week.
10 min manual · 3 a week · about 8 min saved each time
File the evidence where the auditor will look
Saving the proof, naming it properly, and putting it in the right folder.
10 min manual · weekly · about 8 min saved each time

As installed: about 6 hours a month. Connected: about 10 hours a month.

The pile waiting for your review

Sorts what came in, flags problems against your rules, and drafts the replies.

Activity	Manual	How often	Time savings
Sort the incoming queue by what matters mostneeds your apps Tickets, leads, invoices, or requests, read and ranked.	20 min	every workday	about 8 min
Read each item and flag problems against your rules Contract terms, policy, pricing, or quality rules.	45 min	weekly	about 19 min
Write the first reply or the review notes The response or markup that goes back.	15 min	3 a week	about 9 min
Read the week's queue for patterns worth fixing The themes worth fixing at the source, for the weekly team review.	20 min	weekly	about 16 min
Chase the items stuck waiting on someone else Finding what has been sitting too long and writing the nudge that moves it.	15 min	weekly	about 9 min
After connecting your apps, it also takes over
Open the queue to see what came in Checking the inbox, the ticket list, or the approvals folder to see what is waiting.	10 min	every workday	about 8 min
Put your decision back into the system Updating the record, the status, and whoever is waiting on it.	5 min	3 a week	about 3 min

Sort the incoming queue by what matters most
Tickets, leads, invoices, or requests, read and ranked.
20 min manual · every workday · about 8 min saved each time · needs your apps
Read each item and flag problems against your rules
Contract terms, policy, pricing, or quality rules.
45 min manual · weekly · about 19 min saved each time
Write the first reply or the review notes
The response or markup that goes back.
15 min manual · 3 a week · about 9 min saved each time
Read the week's queue for patterns worth fixing
The themes worth fixing at the source, for the weekly team review.
20 min manual · weekly · about 16 min saved each time
Chase the items stuck waiting on someone else
Finding what has been sitting too long and writing the nudge that moves it.
15 min manual · weekly · about 9 min saved each time
After connecting your apps, it also takes over
Open the queue to see what came in
Checking the inbox, the ticket list, or the approvals folder to see what is waiting.
10 min manual · every workday · about 8 min saved each time
Put your decision back into the system
Updating the record, the status, and whoever is waiting on it.
5 min manual · 3 a week · about 3 min saved each time

As installed: about 5 hours a month. Connected: about 12 hours a month.

The back-and-forth to get something settled

Drafts the messages, tracks who owes what, and builds the plan once it is confirmed.

Activity	Manual	How often	Time savings
Draft the messages to line up times, orders, or next steps The emails that get a meeting, order, or handoff moving.	10 min	3 a week	about 5 min
Keep track of who owes what, and by when The running list across threads.	20 min	weekly	about 16 min
Follow up when someone goes quiet Writing the follow-up. The waiting is not counted.	10 min	weekly	about 6 min
Build the schedule or plan once everything is confirmed The itinerary, schedule, or order summary everyone works from.	25 min	weekly	about 21 min
Tell everyone when something changes A time moves or an order slips, and several people need telling at once.	15 min	weekly	about 9 min
After connecting your apps, it also takes over
Check whether anyone has replied yet Scanning the thread to see who came back and who is holding things up.	10 min	every workday	about 8 min
Put the confirmed time or order into the system Entering it into the calendar, the order system, or the plan once it is agreed.	10 min	weekly	about 8 min

Draft the messages to line up times, orders, or next steps
The emails that get a meeting, order, or handoff moving.
10 min manual · 3 a week · about 5 min saved each time
Keep track of who owes what, and by when
The running list across threads.
20 min manual · weekly · about 16 min saved each time
Follow up when someone goes quiet
Writing the follow-up. The waiting is not counted.
10 min manual · weekly · about 6 min saved each time
Build the schedule or plan once everything is confirmed
The itinerary, schedule, or order summary everyone works from.
25 min manual · weekly · about 21 min saved each time
Tell everyone when something changes
A time moves or an order slips, and several people need telling at once.
15 min manual · weekly · about 9 min saved each time
After connecting your apps, it also takes over
Check whether anyone has replied yet
Scanning the thread to see who came back and who is holding things up.
10 min manual · every workday · about 8 min saved each time
Put the confirmed time or order into the system
Entering it into the calendar, the order system, or the plan once it is agreed.
10 min manual · weekly · about 8 min saved each time

As installed: about 4 hours a month. Connected: about 7 hours a month.

When we don't show a number

Personal agents, like recipes, trips, and hobbies. They make life easier, but they don't replace hours of work.
Thinking partners, like strategy advisors. They help you decide. They fail the Monday test because they don't take a recurring activity off your plate.
Work that comes monthly or a few times a year, like budget reviews or supplier scorecards. The hours are real, but our activity lists are weekly, so we wait until that kind of agent has its own list.
Anything under an hour a month, even connected. That is too small to state honestly.

We would rather show nothing than a number we can't back up.

Where this is going

Today these numbers are our estimates. As more people use each agent and tell us how it went, we will show what they report instead, along with how many people answered.

See an activity that looks wrong for your job? Tell us at hello@byfrosty.com. Your real numbers are the best test we have.

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