The verdict in three sentences
Automating data entry, dunning and reporting for an SME is an investment of 8,000 to 30,000 EUR (excl. VAT) in 2026, paid back in 4 to 9 months once you remove 40+ manual hours per month. The choice is between an iPaaS (Make, n8n, Zapier) for standard flows and custom development when the business logic is complex. The real cost driver isn't the technology but the number of processes and the volume of exceptions to handle.
What an automation project covers in 2026
A proper project isn't just "plugging in a tool": it includes process scoping, data mapping, connecting to existing software (accounting, CRM, ERP, mailboxes) and a hardening phase. The budget depends mainly on integration depth and the volume of exceptions handled automatically.
| Scope | 2026 price (EUR excl. VAT) | Timeline | Processes automated | Maintenance/yr |
|---|---|---|---|---|
| Simple iPaaS flows | 8,000 - 12,000 | 4-5 weeks | 2 to 3 | 1,200 - 2,000 |
| Intermediate automation | 12,000 - 20,000 | 5-8 weeks | 4 to 6 | 2,000 - 3,600 |
| Custom multi-system | 20,000 - 30,000 | 8-10 weeks | 6 to 10 | 3,600 - 6,000 |
| Adding a process (after core) | 1,500 - 3,500 | 1-2 weeks | +1 | included |
Add a platform subscription of 20 to 150 EUR/month for an iPaaS, or hosting of 15 to 60 EUR/month for a self-hosted open-source engine such as n8n.
Time and money saved per process
ROI is calculated process by process: multiply monthly volume by unit time, then by the loaded hourly cost (about 28 EUR/h for an administrative profile in 2026).
| Process | Hours/month before | After automation | Monthly saving (EUR) | Avg. ROI |
|---|---|---|---|---|
| Supplier invoice entry | 30 | 5 | 700 | 5-7 months |
| Customer dunning | 18 | 3 | 420 | 6-9 months |
| Weekly reporting | 16 | 2 | 392 | 4-6 months |
| Client onboarding (files) | 12 | 3 | 252 | 7-10 months |
| CRM ↔ accounting sync | 20 | 2 | 504 | 5-8 months |
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Mini case study
Sophie, CFO of a 45-employee distribution SME in Nantes, automates three processes: supplier entry, dunning and reporting. Project cost: 16,500 EUR (excl. VAT), plus 60 EUR/month for the iPaaS. Combined monthly saving: 700 + 420 + 392 = 1,512 EUR, i.e. 18,144 EUR/year. Payback is reached in 11 months in year one (setup included), then pure cash savings of over 18,000 EUR/year afterwards, on top of fewer data-entry errors.
FAQ
iPaaS or custom development: which to choose? iPaaS (Make, n8n) covers 70% of standard flows and starts at 8,000 EUR. Custom development is justified beyond 5-6 interconnected processes or when the logic exceeds standard connectors, from 20,000 EUR.
How soon are the first results? The first automated process is live within 2 to 3 weeks. The full core (3 to 6 processes) takes 5 to 8 weeks including testing and hardening.
What happens to the admin team? It shifts from entry to control: an administrative FTE typically recovers 30 to 50% of their time for higher-value work (analysis, client relations, disputes).
Do we need to change software? Not in most cases. Automation plugs into the existing stack (accounting, CRM, mail) via API or connectors; a tool is only replaced if it exposes no interface.
What maintenance budget should I plan? Budget 12 to 20% of project cost per year for changes and monitoring, i.e. 2,000 to 6,000 EUR depending on scope.
Let's scope your project. Tell us your 2 or 3 most time-consuming tasks and your current software stack, and we'll quote the core build and expected 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.
