What If Your Cost Estimate Could Recommend a Cheaper Scenario?

Imagine this: You’re building a cost estimate for a high-stakes relocation. The details are set, the corridor is locked, and now you need to choose between a one-way move, short-term assignment, a long-term one, or a local-plus model. Each comes with a different price tag — and different implications for your budget.

In most organizations, this decision involves:

• • Dozens of email threads
  • Multiple rounds of manual estimates
  • Vendor charges per iteration
  • Spreadsheets passed between Finance, HR, and the business
  • No way to test multiple durations or policy tiers side-by-side

Now imagine if the estimate itself could recommend the most cost-effective option.

Welcome to Smart, AI-Powered Scenario Planning

Benivo’s Smart Cost Estimate is more than a modeling tool — it’s a cost-saving engine, fully embedded into your global mobility workflows. From pre-authorization to scenario planning to final approval, it integrates directly into the tools and processes your team already uses — no need for external systems or fragmented workflows.

Benivo’s Smart Cost Estimate isn’t just about calculating — it’s about optimizing. The platform does the thinking for you by running hundreds of background scenarios using:

• • Real-time tax (Big4) data
  • Prebuilt logic for double taxation avoidance agreements (tax treaties), and social security agreements (totalization)
  • Employer-specific policies, cost centers, and budget codes
  • Custom business rules — such as how costs are shared across entities or projects

It models costs and recommends alternative scenarios that could save your company money. Best of all, you don't need to be a tax expert!

“We built this so mobility teams could stop guessing and start optimizing.” — Wes Okumura, Benivo Strategy Council

Example:  Let’s Say You’re Moving an Employee from India to Germany…

Without lifting a finger, the AI runs variations of the move, tweaking duration, tax year, and policy design, to find the most cost-efficient setup.

You receive:

• • A primary cost estimate
  • AI-recommended alternatives
  • Estimated savings opportunities (e.g., $120K difference by shortening assignment to avoid tax overlap)
  • Optional balance sheet output (no additional cost)
  • Exception tracking for any overrides or policy deviations

It’s Not Just Fast — It’s Smart

• • The engine learns from actual costs paid to vendors on similar moves.
  • It knows how policy costs (e.g., schooling, COLA) impact the total.
  • It can incorporate your Mobility Data from Mercer, Airinc, or ECA.
  • It flags outliers: unusually high costs, missing data, or tax issues.

The Benefits

✅ Move faster — Results in seconds, not days
✅ Save more — Algorithm finds your most efficient option
✅ Think bigger — Model one-way, short-term, long-term, local-plus
✅ Stay compliant — Track approvals, exceptions, and entity-level cost allocation
✅ Be proactive — Monitor spend in real-time and compare to actuals throughout the assignment
✅ No vendor fees
✅ Fully transparent cost drivers (before, during, and after assignment)

Mobility isn’t just about moving people — it’s about moving smarter.
With AI-powered estimates, you don’t just get a number. You get strategic insight. "This tool gave us data and insights we could act on in the same meeting — no need to wait three days or pay per update." — Mobility Director, Global Manufacturer

How does your Cost Estimation Process Stack Up?
Use this interactive checklist to evaluate it.

We're now offering limited access to the Smart Cost Estimate tool for qualified in-house mobility teams. To unlock access, sign up for our waitlist and book a short demo to get started → Request Access Waitlist & Demo