The verdict in three sentences
Automating the invoice-dunning-reconciliation chain for a services SME is a 12,000 to 27,000 EUR excl. VAT investment in 2026 for a custom build wired to your accounting system. The return comes from a lower DSO (average days to pay) and 1.2 to 2 FTE redeployed to higher-value work. Below 400 invoices per month, a SaaS at 30-200 EUR/month is enough; above that, custom pays back in 8 to 14 months.
What automation costs in 2026
The project splits into three independent blocks you can phase. Integration with your accounting software (Exact, Twinfield, Yuki) plus compliant invoice templates form the base. The multichannel dunning engine carries most of the ROI. Automated bank reconciliation closes the loop.
| Functional block | Scope | Cost 2026 (EUR excl. VAT) | Lead time |
|---|---|---|---|
| Accounting integration + templates | API connection, mapping, compliant PDFs | 4,000 - 9,000 | 2-4 wks |
| Multichannel dunning engine | D+3/D+15/D+30 flows, email/SMS | 5,000 - 11,000 | 3-6 wks |
| Bank reconciliation | CSV/API bank import, auto-matching | 3,000 - 7,000 | 2-4 wks |
| Total build | Full chain | 12,000 - 27,000 | 6-12 wks |
| Annual maintenance | Support, changes, API updates | 15-18% of build | recurring |
Custom vs SaaS: the tipping point
A dunning SaaS (Upflow, Payt, Chaser) starts cheap but often bills by volume or seat, and you stay tied to its connectors. Custom is an amortized one-off that fits your business rules (specific schedules, multi-entity, disputes).
| Criterion | Dunning SaaS | Custom build |
|---|---|---|
| Entry cost | 30 - 200 EUR/month | 12,000 - 27,000 EUR excl. VAT |
| Cost at 1,500 invoices/month | 250 - 600 EUR/month | 200-400 EUR excl. VAT/month (maint.) |
| Specific business rules | Limited | Unlimited |
| Vendor lock-in | High | None |
| Profitable from | Low volume | > 400-500 invoices/month |
| 24-month TCO (1,500 inv./month) | 6,000 - 14,400 EUR | 17,000 - 32,000 EUR |
At high volume with complex logic, custom wins on TCO beyond 30 months, but above all it removes lock-in and the marginal cost per invoice.
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Mini case study
Claire, CFO of a 45-person services SME in Amsterdam, issues 1,400 invoices/month. Two accountants spend 1.7 FTE on data entry, manual dunning and reconciliation. DSO is 58 days on 620,000 EUR monthly revenue, meaning ~1.18M EUR locked in receivables. She invests 19,000 EUR excl. VAT. After go-live: DSO at 41 days (-17 days), i.e. ~351,000 EUR of cash freed, and 1.4 FTE redeployed (~63,000 EUR/year loaded). The build pays back in under 5 months on the HR gain alone, before counting saved credit costs.
FAQ
How long to go live? Expect 6 to 12 weeks depending on the blocks chosen. A first go-live on dunning alone is possible in 3-4 weeks to capture ROI fast.
Do I need to switch accounting software? No. We connect by API to Exact, Twinfield, Yuki or similar. The build sits on top of what exists, with no migration.
What realistic DSO gain? Moving from 55-60 days to 40-45 days is common in year one, i.e. 12 to 18 days of cash recovered depending on dunning discipline.
Does 2026 e-invoicing change the project? Yes, it reinforces it: e-invoicing mandates push you to structure flows, and an automated base absorbs formats like Peppol/Factur-X with no extra entry.
Can we start small? Yes, we phase it: dunning engine first (5,000-11,000 EUR excl. VAT), then reconciliation, then advanced templates as gains materialize.
Let's scope your project. Share your monthly invoice volume, accounting software and current DSO: we'll price the priority blocks and the ROI. 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.
