The verdict in three sentences
An AI document processing system combining OCR and LLM to extract invoices, contracts and purchase orders costs between EUR 20,000 and EUR 55,000 in 2026, ERP/DMS integration included. Trained on your templates, it reaches over 95% correct extraction and removes up to 80% of manual data entry. The cost per processed document falls to EUR 0.01-0.10, versus several minutes of human work.
What the budget covers
Price depends on the number of document types, format variety and depth of accounting integration. 2026 orders of magnitude for Amsterdam.
| Item | 2026 range (EUR) | What it includes |
|---|---|---|
| Scoping + document sample | 2,500 - 6,000 | Typology, volumes, business rules, edge cases |
| OCR pipeline + LLM extraction | 6,000 - 18,000 | Pre-processing, recognition, structuring |
| Validation rules + human review | 4,000 - 12,000 | Confidence thresholds, verification queue |
| ERP / DMS / accounting integration | 5,000 - 15,000 | SAP, Exact, SharePoint, workflow |
| QA, security, GDPR | 2,500 - 4,000 | High-volume testing, legal archiving |
| Project total | 20,000 - 55,000 | Delivered in 8 to 12 weeks |
The per-document cost is the real lever at scale. In 2026, budget EUR 0.01-0.10 depending on complexity (simple invoice vs multi-page contract). At 30,000 documents/month, that is EUR 300-3,000 of monthly inference.
The measurable gains
| Metric | Before (manual) | After AI | Impact |
|---|---|---|---|
| Entry time per document | 3 - 8 min | 5 - 20 s (review) | 80% less time |
| Data-entry error rate | 3 - 6% | 0.5 - 1.5% | Errors cut by 4x |
| Unit processing cost | EUR 1.50 - 4 | EUR 0.05 - 0.30 | -90% |
| Posting delay | 2 - 5 days | < 24 h | Faster close |
| Traceability / audit | Partial | Full timestamped | Stronger compliance |
Mini case study
Sarah, CFO of an industrial SMB in Amsterdam, processes 4,500 supplier invoices a month. Each invoice takes 5 minutes of entry across a 3-person team, i.e. 375 hours a month. Loaded cost: EUR 28/h, i.e. EUR 10,500 a month.
She invests EUR 38,000 in an OCR+LLM AI integrated with Exact, delivered in 10 weeks. The system auto-extracts 96% of invoices; only 20% need a quick check. Processing time drops to 75 hours/month (EUR 2,100) plus EUR 450 of inference (4,500 x EUR 0.10). Savings: EUR 7,950 a month, i.e. EUR 95,400 a year for a total cost of about EUR 44,000. Payback in 5.5 months, with the team reassigned to analysis.
FAQ
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What does an AI document processing system cost in Amsterdam in 2026?
Between EUR 20,000 and EUR 55,000 for a full OCR+LLM project integrated with the ERP or DMS. Generic cloud tools are cheaper but adapt poorly to specific templates.
What extraction rate can you expect?
Over 95% on structured documents (invoices, purchase orders) after tuning. Free-form documents (contracts, letters) often cap at 88-93%, hence the importance of human review on uncertain cases.
What is the recurring cost?
The per-document cost is EUR 0.01-0.10; at 30,000 docs/month, budget EUR 300-3,000 of inference, plus hosting and maintenance.
How long to deploy?
Between 8 and 12 weeks: scoping and sampling, pipeline build, accounting integration and QA on real volume.
Is it compliant with legal archiving?
Yes: timestamping, full audit trail, evidential archiving and GDPR-compliant EU hosting are part of the project.
Let's scope your project. Tell us your document types, monthly volume and ERP, and we will target the best automation-to-review ratio. 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.
