The verdict in three sentences
A process automation project for a London SME costs between 8,000 and 30,000 EUR in 2026, depending on the number of workflows and the choice of iPaaS versus custom build. The real metric is not the price but the 15 to 40 hours per month handed back to your teams, often the equivalent of a part-time admin role. When the hourly saving exceeds your tooling subscription, the ROI drops below 12 months and automation becomes a profit centre, not a cost.
What each building block costs in 2026
A finance director does not manage one global budget but a stack of workflows: bookkeeping entry, client reminders, weekly reporting, CRM sync. Here are the 2026 orders of magnitude seen in London for each block.
| Automated workflow | Hours saved/month | Setup cost (EUR) | Recommended approach |
|---|---|---|---|
| Entry & bank reconciliation | 8-15 h | 3,000-7,000 | iPaaS + OCR |
| Automatic client reminders | 6-12 h | 2,000-5,000 | iPaaS + billing |
| Consolidated weekly report | 4-10 h | 3,000-8,000 | Script + connectors |
| CRM / email sync | 3-8 h | 2,500-6,000 | iPaaS |
| Supplier onboarding | 2-6 h | 4,000-9,000 | Custom |
A full project combines 3 to 5 blocks, hence the 8,000 to 30,000 EUR range. Custom builds only pay off for high-volume or complex business-logic cases.
iPaaS vs custom: getting the trade-off right
The technical choice drives both the upfront cost and the 3-year cost of ownership. An iPaaS (Make, n8n, Workato) bills by usage; a custom build demands a heavier investment but removes the monthly fee.
| Criterion | iPaaS | Custom |
|---|---|---|
| Upfront cost | 3,000-12,000 EUR | 15,000-40,000 EUR |
| Monthly subscription | 30-300 EUR/mo | Hosting 20-80 EUR |
| Delivery time | 2-5 weeks | 6-12 weeks |
| Supported volume | Medium | High |
| Vendor lock-in | Strong | None |
| Best for | 80% of SMEs | High-volume cases |
For a 15 to 60-employee SME, iPaaS covers the vast majority of needs. You switch to code when volumes explode or when the iPaaS bill durably exceeds 300 EUR/month.
Mini case study
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Claire, finance director of a 42-employee trading SME in London, spends 32 hours/month on entry, reminders and reporting. Kolonell automates three workflows for 14,500 EUR plus 120 EUR/month of iPaaS. Result: 28 hours freed per month, valued at 35 EUR/h, i.e. 980 EUR/month of reclaimed time. After the subscription, the net gain reaches 860 EUR/month: the investment pays back in under 15 months, before counting the drop in entry errors.
FAQ
How long before I see a concrete result?
The first workflows deliver gains from week 3 or 4. A 3-block project reaches cruising speed in 6 to 8 weeks, with measurable reporting within the first month.
Is iPaaS secure for accounting data?
Yes, serious platforms are EU-hosted and encrypt flows. You restrict access to the strict minimum and log every run; a 1 to 2-day GDPR audit (800-1,500 EUR) locks down the topic.
What if a business tool changes its API?
A maintenance contract at 150-400 EUR/month covers connector monitoring and fixes. Without maintenance, budget 300-600 EUR per update incident.
Can we automate gradually?
It is even recommended: start with the fastest-ROI workflow (often reminders), measure, then extend. This spreads the budget over 2 to 3 quarters.
Let's scope your project. Tell us your 3 most time-consuming admin tasks and your monthly volume: we will scope an iPaaS or custom build with an indicative budget and timeline. 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.
