The verdict in three sentences
A process automation project for a Berlin SME costs between EUR 10,000 and 50,000 depending on the number of flows and integrations. It usually pays back in 6 to 14 months, freeing up 5 to 20 hours per week of repetitive work (re-keying, exports, emails). The key isn't the technology but prioritization: start with high-volume, low-complexity flows.
What automation costs by scope
Budget depends on the number of processes, the systems to connect (ERP, CRM, accounting, email) and the iPaaS vs custom choice. Here are 2026 orders of magnitude for the Berlin market.
| Scope | Example flow | 2026 budget (EUR) | Timeline |
|---|---|---|---|
| Micro-automation | 1-2 no-code flows (Make/Zapier) | 3,000 - 8,000 | 1-2 weeks |
| Standard iPaaS | 3-5 flows + CRM/accounting connectors | 10,000 - 22,000 | 3-6 weeks |
| Advanced hybrid | iPaaS + custom scripts + API | 22,000 - 40,000 | 6-10 weeks |
| Full custom | Orchestrator + RPA + monitoring | 40,000 - 50,000+ | 10-16 weeks |
On top of these come recurring costs: iPaaS licences EUR 240 to 1,200/month, maintenance 8 to 15% of build per year, and sometimes API costs.
Effort/impact matrix: where to start
To maximize ROI, rank each flow by automation effort and impact (time saved x volume). The weekly savings below are estimates for a 20-50 person SME.
| Process | Volume/week | Effort | Hours saved/week | Priority |
|---|---|---|---|---|
| Order re-keying into ERP | 120 | Low | 6-9 h | Immediate |
| Overdue invoice reminders | 40 | Low | 3-5 h | Immediate |
| Bank reconciliation | 200 lines | Medium | 4-6 h | High |
| New client onboarding | 15 | Medium | 2-4 h | Medium |
| Weekly consolidated reporting | 1 | High | 3-5 h | Medium |
| Support email triage | 300 | High | 2-3 h | Low |
Simple rule: automate the low-effort / high-impact line first, bank the gain, reinvest.
iPaaS vs custom: how to choose
iPaaS (Make, n8n, Workato) suits standard flows between known tools. Custom is warranted when business logic is complex, volume very high, or systems proprietary. Often a hybrid architecture is optimal: iPaaS for the plumbing, custom code for the core logic.
Mini case study
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Clara, CFO of a 38-employee industrial SME in Berlin, has 120 orders/week manually re-keyed from email into the ERP. Loaded cost of an assistant: EUR 28/h. The flow consumes 8 h/week, i.e. EUR 224/week and about EUR 11,000/year. An iPaaS + script project at EUR 16,000 removes 90% of the re-keying. Net annual saving after licences (EUR 2,400): ~EUR 7,500. ROI reached in ~13 months, then a recurring gain, not counting fewer data-entry errors.
FAQ
How long before ROI?
On average 6 to 14 months for a well-prioritized project. No-code micro-automations can pay back within 2 to 4 months.
No-code or custom development?
No-code/iPaaS for standard flows under EUR 22,000; custom when business logic is complex or volume exceeds several thousand operations per day.
How many hours can you really save?
Between 5 and 20 hours per week for a 20-50 person SME, depending on the number of automated flows and their volume.
What are the hidden costs?
iPaaS licences (EUR 240-1,200/month), maintenance (8-15% of build/year), and change management: team training and documentation.
Do you need a dedicated role afterwards?
Rarely for an SME: a part-time internal champion is enough, backed by a maintenance contract of a few days per year.
Let's scope your project. Tell us your 3 most time-consuming processes and your tools (ERP, CRM, accounting): we'll scope the budget 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.
