The verdict in three sentences
An automated approval workflow costs 11,000-16,000 EUR in 2026 for a mid-sized SME, accounting/HR integration included. You cut approval times by 60% and gain full traceability. The ROI lands in 5 to 9 months, driven by recovered admin time and the end of chasing reminders.
What the budget covers
Automating approvals (purchase orders, leave, expense claims) requires a role-configurable workflow engine, notifications, a tracking board and a connection to accounting/HR tools. Here is the 2026 breakdown.
| Item | Range (EUR) | Timeline |
|---|---|---|
| Workflow engine + role management | 5,000 - 10,000 | 3-5 wks |
| Notifications + tracking board | 3,000 | 2 wks |
| Accounting / HR integration | 3,000 | 2 wks |
| Testing, training, documentation | 1,000 - 1,500 | 1 wk |
| Project total | 12,000 - 17,500 | 7-10 wks |
The workflow engine is the core: multi-level circuits, delegations, amount thresholds, automatic escalation. The finer your approval rules, the higher this item climbs.
SaaS vs custom
Two options: a SaaS approval module or a custom workflow. The choice depends on how specific your circuits are and your integration needs.
| Criterion | SaaS module | Custom workflow |
|---|---|---|
| Upfront cost | 1,000 - 4,000 EUR | 8,000 - 12,000 EUR |
| Subscription | 5 - 15 EUR/user/mo | 0 (hosting only) |
| Specific circuits | Limited | Unlimited |
| Accounting/HR integration | Standard | Custom |
| Cost at 30 users over 3 yrs | ~12,000 - 20,000 EUR | ~14,000 - 19,000 EUR |
| Scalability | Vendor-dependent | Total |
Below 20 users with standard circuits, SaaS wins. Beyond that, or with specific rules and heavy integration, custom becomes competitive over three years.
Mini case study
Karim, deputy CFO of a services SME in Nantes (48 employees), handled 320 approvals a month (purchases, leave, expenses). Each circuit took 2.5 days on average and generated reminders. Committed admin time was estimated at 28 hours/month at 30 EUR/hr loaded, i.e. 840 EUR/month, not counting supplier late-payment penalties. After a 15,000 EUR project, the delay dropped to 1 day and admin time to 10 hours/month: 300 EUR/month. Monthly saving: 540 EUR of time, plus the end of late penalties. ROI reached in about 8 months.
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FAQ
Which processes can be automated?
Purchases and purchase orders, leave and absences, expense claims, quote approval, onboarding. Any circuit with successive approval steps qualifies.
How long to deploy?
Between 7 and 10 weeks in 2026 for a full project with accounting/HR integration. A standard SaaS module can be live in 2 to 3 weeks.
SaaS or custom: which to choose?
SaaS below 20 users with standard circuits, custom beyond that or with specific rules and heavy integration. Custom becomes competitive over three years.
What is the real gain on delays?
A 60% average reduction in approval time, because notifications and automatic escalation remove manual reminders.
Does it integrate with our accounting and HR?
Yes: Sage, Cegid, an HRIS via API or connector. Integration is about 3,000 EUR of the budget and ensures single data entry.
Let's scope your project. Describe your approval circuits, your number of users and your accounting/HR tools, and we'll quote the engine and integrations. 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.
