IT business case and ROI template for cloud migration
Costs, benefits, risks and options for the steering committee. Free download in Word and Excel.
Download the business case and roi template
Set out the costs, benefits, risks and options for the migration so the steering committee can make an informed investment decision.
Free to use and adapt. Document ID CM-TPL-PLN-03, version 1.0, November 2026.
What the template includes
Sheet: Costs
9 columns, with dropdowns, formulas and 7 example rows:
Sheet: Benefits
10 columns, with dropdowns, formulas and 5 example rows:
Sheet: ROI summary
8 columns, formulas and 4 example rows:
Sheet: Options
9 columns, with dropdowns, formulas and 4 example rows:
Document sections
- Executive summary · One page maximum. State the problem, the recommended option, total investment, payback period and the decision requested…
- Background and problem statement · Why now? Describe the current situation, its costs and risks, and any external deadline (support end, lease expiry, acqu…
- Objectives · Three to five measurable objectives that the benefits link to.
- Options considered · Describe each option fairly, including do nothing. Paste the Options sheet scores.
- Costs · Summarise costs by category and year from the Costs sheet. Separate one-off and ongoing, capex and opex. State the conti…
- Benefits · Quantified benefits from the Benefits sheet, plus non-financial benefits. Name an owner for each and how it will be meas…
- Financial summary and ROI · Paste the ROI summary: net benefit per year, cumulative position, payback year and ROI. State key assumptions behind the…
- Risks of proceeding and of not proceeding · Top five risks for the recommended option, plus the risks of doing nothing. Link to the risk register.
- Implementation approach and timeline · High-level phases, key milestones and resourcing. Reference the master project plan.
- Recommendation and decision required · State exactly what you are asking the committee to approve: option, budget, contingency, start date and governance.
How to use this template
- Complete the workbook first: enter your own costs and quantified benefits per year; the ROI and payback calculate automatically.
- Score each option on the Options sheet so the recommendation is traceable.
- Write the business case document using the figures from the workbook; do not round numbers differently in the two.
- Include the do-nothing option honestly: the cost and risk of staying are often the strongest argument.
- This template contains no example amounts; finance should review every figure before submission.
Ready to share with your steering committee
- Branded cover or instructions page with document ID and version
- QR code linking to the latest version, and a Code128 barcode for your document register
- Document control, approval block and a clear disclaimer
- Example rows written for real migration projects, which you replace with your own
Guides that use this template
Questions about this template
Is the business case and roi template free?
Yes. Download it in Word and Excel and adapt it for your organisation. No sign-up is needed.
Can I use it in Google Sheets or Google Docs?
Yes. Upload the file to Google Drive and open it with Google Sheets or Docs. Dropdowns and most formulas carry across; check conditional formatting after converting.
Can I remove the Cloud-Migrations branding?
Yes. Replace the logo and footer with your own. Keep the disclaimer in mind: the template is general guidance and needs adapting to your project.
How do I know I have the latest version?
Scan the QR code on the cover or instructions sheet. It opens this page, which always links to the current version.