The verdict in three sentences
Automation only pays off if you first quantify the hours lost to re-keying, manual follow-ups and Excel checks. A typical SME project lands between 12,000 and 40,000 EUR for a custom workflow, with payback in 6 to 12 months once the saving passes 8 h/week. The real decision isn't price, it's choosing between a no-code layer (Make, Zapier) and a dedicated build you actually own.
What an automation project costs in 2026
Budget depends on the number of processes, volume and data criticality. Here are 2026 orders of magnitude for a 15-150 employee SME.
| Line item | 2026 range (EUR) | Indicative lead time |
|---|---|---|
| Discovery + specification | 2,500 - 5,000 | 1 - 2 weeks |
| Simple workflow (1-2 processes) | 12,000 - 18,000 | 4 - 6 weeks |
| Advanced workflow (3-5 processes) | 22,000 - 40,000 | 7 - 12 weeks |
| Custom connectors (per source) | 1,500 - 4,000 | 3 - 8 days |
| Monthly maintenance (support) | 600 - 1,500 /month | ongoing |
| Developer/integrator day rate | 500 - 700 /day | - |
A proper discovery phase prevents 80% of overruns: it freezes scope, business rules and edge cases before the first line of code.
Custom build vs no-code (Make / Zapier): the real comparison
No-code platforms are great for prototyping, but cost climbs with volume and you don't own the logic.
| Criterion | No-code (Make / Zapier) | Custom build |
|---|---|---|
| Upfront cost | 0 - 3,000 EUR | 12,000 - 40,000 EUR |
| Monthly cost at high volume | 200 - 900 EUR/month | 0 (excl. support) |
| Cost per complex scenario | 30 - 120 EUR/month | included |
| Code ownership | No | Yes |
| Volume limits | Yes (billed operations) | No |
| Complex business rules | Limited | Full |
| Reversibility / migration | Hard | Controlled |
Simple rule: under 3 low-volume processes, stay no-code; beyond that, or with specific rules, custom becomes cheaper over 24 months.
Mini case study
Sarah, COO of a 60-person distribution firm in Miami, loses 14 h/week across two assistants re-keying purchase orders and chasing invoices. Loaded cost estimate: 34 EUR/h, i.e. 476 EUR/week or about 22,800 EUR/year. A custom workflow at 26,000 EUR plus 900 EUR/month support removes 11 h/week. Net year-1 saving: roughly 17,900 - 10,800 = 7,100 EUR, then about 7,000 EUR/year. Payback around month 9, before counting fewer data-entry errors.
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FAQ
How long until payback?
For an 8-20 h/week saving, breakeven usually falls between month 6 and 12. Below 5 h/week saved, prefer no-code.
Should we automate everything at once?
No. Prioritise 1-2 high-volume, low-variability processes (billing, follow-ups) for a fast first ROI, then iterate.
Is a maintenance contract mandatory?
Strongly recommended: 600-1,500 EUR/month covers third-party API changes, fixes and business-rule tweaks.
Does our data stay in the EU?
Yes, we host in the EU (Scaleway, OVHcloud or equivalent) to stay GDPR-compliant, with access logging.
Can you integrate our existing ERP?
Yes, via API or custom connectors (1,500-4,000 EUR per source). Most ERPs expose usable APIs.
Let's scope your project. Send us your 2-3 most time-consuming processes, your ERP and an indicative budget (12,000-40,000 EUR): we come back with a costed scope. 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.
