The verdict in three sentences
In 2026, automating a well-defined process (invoice entry, customer dunning, weekly reporting) is budgeted between 8 000 and 30 000 EUR depending on complexity and the number of connected systems. Payback most often lands between 6 and 12 months, driven by 100 to 400 hours reclaimed each year and a 60 % drop in data-entry errors. The real decision is not RPA versus native integration, but which process to tackle first for a fast, measurable win.
What automation costs, process by process
Pricing depends on volume, the number of apps to connect and the need for supervision. These are 2026 orders of magnitude seen at Dublin SMEs of 10 to 100 staff.
| Automated process | Project cost (EUR) | Hours saved/yr | Estimated payback |
|---|---|---|---|
| Customer dunning & collections | 8 000 - 12 000 | 80 - 150 | 6 - 9 months |
| Supplier invoice entry | 10 000 - 16 000 | 120 - 250 | 7 - 12 months |
| Reporting & consolidation | 11 000 - 20 000 | 100 - 200 | 8 - 12 months |
| Client onboarding / case files | 13 000 - 24 000 | 90 - 180 | 9 - 12 months |
| Multi-tool synchronisation | 15 000 - 30 000 | 150 - 400 | 10 - 12 months |
On top sits a run cost: orchestration licences and hosting, typically 100 to 700 EUR/month depending on the number of scenarios and tasks executed.
RPA, iPaaS or native integration: what to choose
Three families coexist, with different costs and limits.
| Approach | Setup cost | Monthly cost | Best for |
|---|---|---|---|
| iPaaS (Make, n8n, Zapier) | 4 000 - 12 000 EUR | 100 - 500 EUR | Flows between standard SaaS apps |
| RPA (screen robot) | 10 000 - 24 000 EUR | 250 - 900 EUR | Software with no API, legacy |
| Native integration (API) | 15 000 - 30 000 EUR | 120 - 600 EUR | High volume, reliability |
Simple rule: if the software exposes APIs, native integration is more robust and cheaper to run over 3 years. RPA is only justified against closed tools. iPaaS is the best starting point for a first process, with a time-to-value of 2 to 4 weeks.
Mini case study
Aoife, financial controller at a 45-person industrial SME in Dublin, sees about 12 hours a week spread across her team on supplier invoice entry and customer dunning. She automates both processes for 20 000 EUR, plus 300 EUR/month run. Gain: about 300 hours/year valued at 40 EUR per loaded hour, i.e. 12 000 EUR/year, plus fewer late payments improving cash flow. Payback in ~12 months, then recurring net savings. Bonus: entry errors fall 60 %, cutting credit notes and supplier disputes.
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FAQ
Do I need a big IT team to maintain automation?
No. With an iPaaS or a well-documented integration, maintenance is usually 10 to 20 % of build cost per year. A supervision plan of 150 to 500 EUR/month is enough for most SMEs.
How long before the first gains?
A first simple process is live in 2 to 4 weeks. Hours saved are measurable from the first month; the full financial ROI arrives between 6 and 12 months.
Does automation cut jobs?
In SMEs it mostly absorbs repetitive low-value tasks: the team redeploys to control, customer relations and analysis. We are talking about 100 to 400 hours freed, not role cuts.
Which process should I automate first?
The one that is repetitive, high-volume and rule-based: customer dunning or invoice entry. These give the fastest paybacks (6 to 9 months) and the best internal proof of value.
What if a tool changes its interface?
With an API integration, an interface change has no impact. With RPA (screen robot), a revision is needed: that is why RPA carries higher maintenance cost.
Let's scope your project. Tell us your 2-3 most time-consuming processes and your current tools; indicative budget 8 000 to 30 000 EUR by scope, first process delivered in 2 to 4 weeks. 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.
