The verdict in three sentences
An AI document-processing solution (OCR, extraction, classification) costs 20,000 to 55,000 EUR in 2026 for a professional firm, depending on document variety and integrations. Expect 8 to 14 weeks of development, a correct-extraction rate of 90-97% and 400-1,000 EUR/month of maintenance. The gain is measured in 20 to 40 hours of data entry saved per month, with a human validating uncertain cases.
Anatomy of the budget
Cost depends mainly on document-template diversity and the level of classification automation. Here is the 2026 breakdown.
| Item | Range (EUR) | Timeline | Note |
|---|---|---|---|
| Scoping + sampling | 3,000 - 6,000 | 1-2 wks | Typology, volumes, edge cases |
| OCR + extraction pipeline | 7,000 - 20,000 | 3-5 wks | Key fields, tables, signatures |
| AI classification / routing | 4,000 - 12,000 | 2-3 wks | Categories, rules, confidence |
| Validation interface | 4,000 - 10,000 | 2-3 wks | Human review, corrections |
| Integration (DMS, ERP) + GDPR | 2,000 - 7,000 | 1-2 wks | API, logging, DPA |
A simple scope (2-3 document types) starts around 22,000 EUR; a firm processing contracts, invoices and multi-format letters exceeds 50,000 EUR.
Accuracy, maintenance and compliance
The correct-extraction rate depends on field type. You never target 100% automatic: doubtful cases are routed to a human.
| Field type | 2026 target accuracy | Human validation |
|---|---|---|
| Structured fields (dates, amounts) | 95 - 97% | sampling |
| Names / company names | 92 - 96% | confidence threshold |
| Clauses / free text | 88 - 93% | systematic if sensitive |
| Low-quality scans | 85 - 90% | review queue |
Maintenance (400-1,000 EUR/month) covers new document templates, threshold tuning and quality monitoring. On GDPR, we enforce data minimisation, encryption, access logs and a DPA with AI subprocessors; sensitive documents can be processed on dedicated European infrastructure.
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Mini case study
Dr Weber, partner at a Berlin firm, ties up 2 staff at 35% of their time entering and classifying contracts and exhibits. Loaded cost: ~32 EUR/hour, roughly 120 hours/month devoted to this data entry.
She invests 34,000 EUR + 650 EUR/month of maintenance. With a 35-hour/month gain that is also revalidated faster, monthly savings are 35 x 32 = 1,120 EUR, plus fewer errors and shorter turnaround. Operational payback around 12 months, excluding qualitative gains (client deadlines, GDPR traceability).
FAQ
Can we reach 100% automation? No, and it is not desirable. We target 90-97% correct extraction and keep a human in the loop for low-confidence cases and sensitive documents.
How many document types can be handled? Technically unlimited, but each new template needs configuration. We start with 2 to 4 priority types, then extend via maintenance.
What is the delivery timeline? Between 8 and 14 weeks, depending on document diversity and the availability of a representative training sample.
Is it GDPR-compliant? Yes, with minimisation, encryption, logging and a DPA. Sensitive documents can stay on dedicated European infrastructure, with no reuse for training.
What time saving should I expect? On average 20 to 40 hours/month of entry and classification saved from the first quarter, with a measurable drop in re-keying errors.
Let's scope your project. Send us your document types and monthly volumes: we quote an extraction pipeline between 20,000 and 55,000 EUR, GDPR-compliant, with estimated hours saved. 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.
