Good AI ideas die without good business cases. This guide provides a template and methodology for building AI business cases that secure executive buy-in and funding.
Executive Summary
- Business cases unlock resources — Without compelling justification, AI doesn't get funded
- Structure drives clarity — A consistent template forces rigorous thinking
- Five sections matter — Strategic alignment, problem, solution, financials, and risks
- Quantify everything possible — Numbers beat narratives (/insights/ai-roi-calculation-business-case-framework)
- Address risks proactively — Showing awareness builds credibility
- Keep it concise — Two pages maximum for the core case
AI Business Case Template Sections
1. Executive Summary
One-sentence description, key benefit (quantified), investment, timeline, recommendation
2. Strategic Alignment
Link to strategic objectives, competitive context, timing rationale (/insights/ai-strategy-framework-guide)
3. Problem Statement
Current state, pain points (quantified), root causes, who is affected
4. Proposed Solution
Solution description, scope, implementation approach, timeline
5. Financial Analysis
Costs: Technology, implementation, internal effort, training, ongoing operations
Benefits: Cost reduction, revenue increase, productivity gains, risk reduction
Key Metrics: Investment, NPV, Payback Period, ROI
6. Risks and Mitigations
Risk matrix with likelihood, impact, and mitigation strategies (/insights/ai-risk-assessment-framework-templates)
7. Implementation Plan
Phases, duration, activities, deliverables
8. Request
Specific approval, funding amount, resources needed, decision timeline
Business Case One-Pager Template
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AI INITIATIVE BUSINESS CASE
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Initiative: [Name] | Sponsor: [Executive] | Date: [Date]
SUMMARY: [2-3 sentences with key benefit and investment]
STRATEGIC ALIGNMENT: Supports [objective]. Why now: [timing]
PROBLEM: [Current pain point with quantification]
SOLUTION: [What we'll implement, in business terms]
FINANCIALS:
Investment: $XXX | Benefits (3-yr): $XXX | Payback: XX mo | ROI: XX%
KEY RISKS:
• [Risk 1 + mitigation]
• [Risk 2 + mitigation]
REQUEST: Approve $XXX investment. Decision needed by: [Date]
Tips for Executive Buy-In
Know Your Audience. CFOs want NPV. CEOs want strategy. COOs want operations. (/insights/ai-strategic-decisions-framework)
Lead with the Problem. Make them feel the pain before presenting the solution.
Be Conservative. Overpromising destroys credibility. Use realistic assumptions.
Show Quick Wins. Highlight early value delivery. (/insights/ai-quick-wins-small-business-30-days)
Address "Do Nothing." Cost of inaction is powerful.
Checklist for AI Business Cases
- Executive summary compelling and concise
- Strategic alignment clear
- Problem quantified with data
- Solution in business terms
- Costs itemized and realistic
- Benefits quantified with assumptions
- ROI, payback, NPV calculated
- Risks with mitigations
- Implementation plan credible
- Request specific and time-bound
- Under 2 pages
Frequently Asked Questions
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References
- Harvard Business Review. (2024). "The Business Case for AI."
- McKinsey & Company. (2024). "Building Compelling AI Investment Cases."
- Gartner. (2024). "Technology Business Case Best Practices."
Frequently Asked Questions
Detailed enough to be credible, simple enough to understand. Three-year projections are standard. Document assumptions.
References
- The Business Case for AI.. Harvard Business Review (2024)
- Building Compelling AI Investment Cases.. McKinsey & Company (2024)
- Technology Business Case Best Practices.. Gartner (2024)
