WORKFLOW ECONOMICS · YOUR INPUTS · NO SIGN-UP
Compare the cost of two preparation workflows.
Keep preparation in-house with software, or buy a preparation service. Enter your own quotes and staff time to compare the monthly cost. Neither option is assumed to win.
This is a planning model, not a benchmark, quote or promise of savings. Outsourced data preparation is not the same as appointing a customs representative. Filing fees, taxes, duties and legal liability are not calculated here.
No figures are prefilled. Enter 0 only when you know an item is zero. Use the same currency, case scope and VAT basis for both options. Unknown quotes must stay blank.
Complete all inputs to calculate. No costs have been assumed.
Your model, not measured savings
| Cases/month | In-house/month | Outsourced/month | Outsourced minus in-house |
|---|
Actual prices can change with volume. Check minimum fees and quote bands before using these scenarios. Setup costs are spread over your selected months, not shown as cash payment timing.
Every formula is visible
In-house monthly cost = cases × (preparation/review minutes + average rework minutes) × hourly staff cost ÷ 60 + monthly software/fixed costs + one-off setup ÷ selected months.
Outsourced monthly cost = cases × (provider fee per case + (your oversight minutes + average rework minutes) × hourly staff cost ÷ 60) + provider monthly fee + provider setup ÷ selected months.
Difference = outsourced monthly cost − in-house monthly cost. Positive means the outsourced model costs more under your assumptions. Negative means the in-house model costs more. Per-case cost = monthly total ÷ cases.
Rework is an average across all cases. For example, if you estimate that 10% need 20 minutes, enter 2 minutes. That example is arithmetic, not an observed error rate.
Cost does not decide who is responsible
| Step | In-house assisted workflow | Outsourced preparation workflow |
|---|---|---|
| Collect missing information | Name the person who asks and tracks the reply. | Agree who contacts the customer and how evidence returns. |
| Resolve exceptions | Keep a named reviewer and source evidence. | Agree how the provider escalates uncertain facts to your reviewer. |
| Approve the work | Record the authorised approval. | Agree review responsibilities. Do not assume a quote transfers them. |
| File the declaration | Use the agreed filing system and authorised declarant. | Confirm whether the service prepares data only or also acts as a representative under a separate agreement. |
| Protect customer data | Check access, storage and retention. | Check access, processing locations, onward transfers, retention and return/deletion terms before sharing. |
Variable volumes or limited staff may favour a preparation service. Repeat work, reviewer availability and control needs may favour an in-house workflow. Test turnaround, exception handling and evidence quality as well as the cost.
Connect the whole case, not just data entry
Follow intake, common case data, checks, missing-information replies, review, approval and controlled handoff. A cost model should include that complete workflow.
Declarix does not file directly to HMRC. This calculator does not test an integration or accept case documents.
Privacy and method
The calculation runs in this page. Inputs are not sent to Declarix, stored in browser storage or placed in the URL. The CSV is created on your device. This page adds no analytics script and sends no input events. Hosting may still receive normal page requests. Read the privacy notice.
Method reviewed: 2026-09-15. There are no market prices, vendor ratings or customer outcome statistics in this model.