The verdict in three sentences
An AI document-processing solution to extract, check and reconcile supplier invoices costs 20,000 to 55,000 EUR (excl. VAT) in 2026 for a London SME, deployed in 6 to 10 weeks. The line item that really matters is not the AI model but integration with your accounting system or ERP and the human-review loop for doubtful cases. Expect 25 hours saved per month from the first quarter: the investment pays back in 8 to 12 months.
What you actually pay for
The cost splits into three blocks: capture and extraction (OCR + language model), matching (purchase order, goods receipt, invoice) and integration into the accounting system. Here are 2026 orders of magnitude for a volume of 800 to 2,500 invoices per month.
| Item | Range (EUR excl. VAT) | Timeline |
|---|---|---|
| Scoping + flow audit | 2,500 - 5,000 | 1 week |
| AI extraction + OCR | 7,000 - 16,000 | 2-3 weeks |
| Matching engine | 5,000 - 14,000 | 2-3 weeks |
| Accounting/ERP integration | 4,000 - 12,000 | 1-2 weeks |
| Human-review interface | 3,000 - 8,000 | 1 week |
| Project total | 20,000 - 55,000 | 6-10 weeks |
Performance and cost per document
Quality is measured by the straight-through extraction rate and the unit cost per document processed. A well-structured standard invoice reaches 95%; scanned or handwritten invoices drop to 80-88% and require review.
| Metric | 2026 value | Comment |
|---|---|---|
| Auto-extraction rate | 92 - 97% | depends on PDF quality |
| Human review required | 8 - 15% | doubtful cases only |
| AI cost per document | 0.04 - 0.12 EUR | inference + OCR |
| Processing time | < 30 s | vs 6-9 min manual |
| Hours saved | 25 h/month | keying + matching |
| Monthly maintenance | 400 - 1,200 EUR | support + retraining |
Mini case study
Claire, CFO of a 60-employee industrial SME in London, processes 1,400 supplier invoices per month. Previously two accountants spent about 30 hours a week on it. She invests 34,000 EUR (excl. VAT) in an AI solution plus ERP integration, with 700 EUR monthly maintenance. Result: 25 hours saved per month valued at 35 EUR/hour, i.e. 10,500 EUR per year, plus the removal of late-payment penalties (about 3,200 EUR/year). Payback in 11 months, then a net annual gain of 13,700 EUR.
FAQ
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Do we need to change accounting software?
No. The solution connects to your existing ERP or software (Sage, Xero, Odoo, SAP) via API or structured import. Integration accounts for 4,000 to 12,000 EUR depending on interface maturity.
What happens to invoices the AI cannot read?
They are routed to a human-review interface with fields pre-filled and highlighted. An accountant validates in 30 to 60 seconds instead of re-keying. This loop covers 8 to 15% of documents.
What volume justifies the investment?
From roughly 600 invoices per month, payback occurs in under 14 months. Below that, a shared SaaS solution (150 to 500 EUR/month) is often more suitable than custom development.
Does the AI make mistakes on amounts?
A consistency check cross-references VAT, total and line items; any mismatch triggers an alert. Residual error after review falls below 0.5%, versus 1 to 3% for manual keying.
How much is maintenance?
Budget 400 to 1,200 EUR per month: hosting, monitoring, retraining on new invoice formats and regulatory changes (e-invoicing 2026).
Let's scope your project. Tell us your monthly invoice volume, your ERP and your budget (20,000-55,000 EUR excl. VAT) for a tailored estimate. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
