# OCR Human Review Staffing Calculator > Source: https://netray.co/tools/ocr-human-review-staffing-calculator > Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems. > Section: Free Tools ## Short answer Estimate reviewer hours and full-time staff needed for the share of documents that fall out of straight-through processing. ## Category ai-automation ## Industry Discrete Manufacturing ## Audience - AP manager - Finance operations - Shared services lead ## Tool **Kind:** calculator **Currency:** $ **Inputs:** #### Documents per month **Key:** docs **Type:** number **Default:** 6000 **Min:** 0 **Step:** 100 **Unit:** docs **Help:** All invoices or records entering capture. #### Touchless rate **Key:** touchless **Type:** slider **Default:** 72 **Min:** 0 **Max:** 100 **Step:** 1 **Unit:** % **Help:** Share that posts with no human touch. #### Review minutes per exception **Key:** review_min **Type:** number **Default:** 6 **Min:** 0 **Step:** 0.5 **Unit:** min **Help:** Average time to check and correct. #### Hard exceptions **Key:** hard_share **Type:** slider **Default:** 15 **Min:** 0 **Max:** 100 **Step:** 1 **Unit:** % **Help:** Share of exceptions needing research. #### Minutes per hard exception **Key:** hard_min **Type:** number **Default:** 20 **Min:** 0 **Step:** 1 **Unit:** min #### Working hours per FTE per month **Key:** hours_fte **Type:** number **Default:** 150 **Min:** 1 **Step:** 5 **Unit:** hours #### Productive utilisation **Key:** util **Type:** slider **Default:** 75 **Min:** 10 **Max:** 100 **Step:** 1 **Unit:** % #### Loaded cost per hour **Key:** rate **Type:** number **Default:** 30 **Min:** 0 **Step:** 1 **Unit:** $ **Outputs:** #### Exceptions per month **Key:** exceptions **Expr:** docs * (100 - touchless) / 100 **Format:** integer #### Standard review hours **Key:** easy_hours **Expr:** exceptions * (1 - hard_share / 100) * review_min / 60 **Format:** hours #### Hard exception hours **Key:** hard_hours **Expr:** exceptions * hard_share / 100 * hard_min / 60 **Format:** hours #### Total review hours **Key:** total_hours **Expr:** easy_hours + hard_hours **Format:** hours #### Reviewers needed (FTE) **Key:** fte **Expr:** total_hours / (hours_fte * util / 100) **Format:** decimal **Primary:** true **Description:** Full-time equivalents needed for the exception workload. #### Monthly review cost **Key:** cost **Expr:** total_hours * rate **Format:** currency **Primary:** true #### Review cost per document **Key:** cost_doc **Expr:** if(gt(docs,0), cost / docs, 0) **Format:** currency **Chart:** #### Reviewers needed vs touchless rate **Type:** line **X:** touchless **From:** 40 **To:** 98 **Steps:** 30 **Series:** - fte **Disclaimer:** Planning estimate only. Real workloads vary with document mix, seasonality and supplier behavior. Use measured minutes from your own queue. ## Content **Intro:** Touchless rate is the number everyone quotes, but headcount depends on what happens to the rest. This calculator converts your volume, touchless rate and handling times into reviewer hours and FTE. **Sections:** #### How to use the calculator **Body:** Enter monthly document volume and your current or target touchless rate. Add the average review time for a standard exception and the share of hard exceptions that need research, such as missing PO or dispute. Set productive hours per FTE and utilisation to reflect breaks, meetings and training. The result is reviewer hours, FTE and monthly cost. Move the touchless slider to see the chart of staff needed at each rate. #### The formula **Body:** Exceptions equal volume times one minus touchless rate. Hours equal standard exceptions times review minutes divided by sixty, plus hard exceptions times their minutes divided by sixty. FTE equals total hours divided by hours per FTE times utilisation. Cost equals hours times loaded hourly rate. The calculation is deliberately simple so you can check it against your own data. #### Reading the chart **Body:** The curve is steep at low touchless rates and flattens as you improve. Going from 50 to 70 percent saves far more reviewer time than going from 90 to 95. That is why fixing the biggest root causes first pays back faster than chasing the last few percent. Compare the saving with the cost of the capture software before deciding on a target. #### Common mistakes **Body:** Do not use the vendor's headline accuracy as a touchless rate, since they measure different things. Do not forget hard exceptions, which are few but use a large share of time. Include peak periods such as month end, when volume spikes and reviewers have less spare capacity. **Cta:** Netray builds private agents that resolve common exceptions, like missing PO lookup, before a person sees them. We can size the effect for your volume. **Faq:** #### What is touchless rate? **Answer:** It is the percent of documents that go from receipt to posting with no human intervention. It differs from field accuracy, because one wrong field is enough to make a document non-touchless. #### What utilisation should I use? **Answer:** Seventy to eighty percent is a common planning range for reviewers after breaks, meetings and context switching. Use your own time data if you have it, and lower the value for roles with many interruptions. #### Does this include the software cost? **Answer:** No. It covers human review labor only. Add license, hosting and support costs to compare total cost per document under different scenarios. #### Why separate hard exceptions? **Answer:** Hard exceptions, such as unmatched POs or price disputes, take several times longer than a simple correction. Averaging them hides where the time goes and makes staffing estimates too low. ## Search terms ocr staffing calculator, invoice review fte calculator, touchless rate staffing, ap exception handling headcount, document review capacity planning, touchless invoice rate calculator --- Talk to an engineer: https://netray.co/contact?intent=erp_ai | Machine catalog: https://netray.co/agent/catalog.json