The verdict in three sentences
Integrating AI into existing business software costs between 15,000 and 50,000 EUR (ex. VAT) in 2026, over an 8-to-14-week timeline. On top of this integration budget comes a recurring LLM API cost of 200 to 2,000 EUR/month depending on document volume. The real trade-off is between assembling SaaS building blocks (fast but dependent) and building custom (pricier but sovereign over data and GDPR).
What embedded AI costs in 2026
The budget depends on the use case: document extraction, internal assistant, classification, summarization. Here are the 2026 ranges for a French SME.
| Use case | Timeline | Budget (ex. VAT) | LLM API/month |
|---|---|---|---|
| Document extraction (invoices, contracts) | 6-9 weeks | 15,000-25,000 EUR | 200-600 EUR |
| Internal assistant (search, answers) | 8-12 weeks | 22,000-35,000 EUR | 400-1,200 EUR |
| Classification + auto-routing | 6-10 weeks | 18,000-30,000 EUR | 300-800 EUR |
| Full AI suite (multi-case) | 12-14 weeks | 38,000-50,000 EUR | 1,000-2,000 EUR |
API cost depends on the number of pages or requests: count an order of magnitude of 0.01 to 0.04 EUR per page processed in 2026 depending on the model.
Custom build or SaaS building blocks
SaaS blocks (OCR, managed LLMs) speed up the start but raise the data question. Custom protects sovereignty and optimizes cost at scale.
| Criterion | SaaS blocks | Custom build |
|---|---|---|
| Initial cost | 8,000-20,000 EUR | 15,000-50,000 EUR |
| Timeline | 4-8 weeks | 8-14 weeks |
| Data control (GDPR) | Partial | Full |
| Cost at high volume | Rises fast | Optimizable |
| Business customization | Limited | Complete |
| Vendor dependency | High | Low |
For sensitive data (health, legal, HR), custom with EU hosting and anonymization often becomes unavoidable to meet GDPR.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Mini case study
Nadia, head of an accounting firm in Lyon (22 employees), wants to automatically extract data from 1,500 documents/month currently keyed by hand. Three staff spend 30 h/week at a loaded cost of 30 EUR/h, i.e. 3,600 EUR/month. She invests 24,000 EUR (ex. VAT) in AI extraction (8-week timeline) plus 500 EUR/month of LLM API. Processing time is halved: 15 h/week recovered, i.e. 1,800 EUR/month saved; net of API, the net gain is 1,300 EUR/month. Build payback in ~18 months, with a bonus estimated 40% reduction in data-entry errors.
FAQ
Does our data leave for a third party? Not necessarily. A custom architecture can route data to models hosted in the EU, with prior anonymization. This is the priority point to scope for GDPR compliance.
What does the LLM API really cost each month? Between 200 and 2,000 EUR/month depending on volume, an order of magnitude of 0.01 to 0.04 EUR per page processed in 2026. A pilot on 200 documents lets you project the real cost before committing.
Does AI replace our staff? No, it absorbs repetitive tasks (entry, filing) to free up time for higher-value work. In our projects, document processing time is often halved, not headcount.
Can we graft AI onto our current software? Yes, via API or webhooks, without replacing the business tool. You add an intelligence layer on top of the existing stack.
How long for a first result? A pilot on a specific case (invoice extraction, for example) ships in 6 to 9 weeks. The full multi-case suite takes 12 to 14 weeks.
Let's scope your project. Tell us the priority use case, monthly document volume and data sensitivity level, with an indicative budget of 15,000 to 50,000 EUR (ex. VAT). 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.
