The verdict in three sentences
A document analysis AI (OCR + LLM) that automatically extracts data from invoices and documents costs 15,000 to 35,000 EUR in Amsterdam in 2026, delivered in 6 to 9 weeks. Well configured, it reaches over 95% correct extraction and saves 15 to 25 hours per month per employee on data entry. The decisive item is integration with the accounting software: without it, you automate reading but not booking.
What a document extraction AI costs
The pipeline combines OCR (reading the scanned document) and an LLM that structures the data (supplier, net amount, VAT, date, ledger account). The challenge is not reading, it is injecting cleanly into the software.
| Item | 2026 range (EUR) | Type |
|---|---|---|
| Scoping + document typology | 1,500 - 3,000 | One-off |
| OCR engine + preprocessing | 3,000 - 6,000 | One-off |
| LLM extraction + business rules | 4,000 - 9,000 | One-off |
| Accounting software integration (Exact, Twinfield, Sage) | 4,000 - 8,000 | One-off |
| Control + validation interface | 2,000 - 5,000 | One-off |
| Testing, UAT on real documents | 1,500 - 4,000 | One-off |
| Project total | 15,000 - 35,000 | One-off |
| LLM + OCR API per document | 0.01 - 0.05 / doc | Recurring |
| Hosting + maintenance | 300 - 800 / month | Recurring |
At 0.03 EUR per document on average, processing 10,000 documents/month costs around 300 EUR/month in API: marginal against the data-entry hours saved.
The time-saving calculation
Manually entering an invoice takes 3 to 5 minutes; the AI pre-fills it in seconds, and the employee only validates.
| Metric | Manual entry | With AI (validation only) |
|---|---|---|
| Documents/month per employee | 1,200 | 1,200 |
| Time per document | 4 min | 45 sec |
| Monthly entry time | 80 h | 15 h |
| Hours saved/month | — | 65 h |
| Loaded hourly cost | 32 EUR | 32 EUR |
| Value saved/month/person | — | ~2,080 EUR |
| Correct extraction rate | — | >95% |
Across a team of 4, the gain approaches 8,000 EUR/month, meaning a 25,000 EUR project pays back in 3 to 4 months.
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Mini case study
Ms Bakker, partner at an accounting firm in Amsterdam (14 staff, 3,200 documents processed/month), wants to free her assistants from data entry during year-end close. She invests 26,000 EUR in an extraction AI integrated with Exact, with a validation interface. Measured extraction rate: 96.5%. Across 3 employees assigned to entry, time drops from 80 h to 16 h/month each, i.e. 192 h saved/month. At 32 EUR/h loaded, that is 6,144 EUR/month. Running cost: 500 EUR/month. ROI in around 4 months, and the firm absorbs growth without hiring.
FAQ
What correct extraction rate can we expect? Over 95% on standard documents (supplier invoices, expense reports) after tuning. Atypical or low-quality documents go to manual validation: that is why the control interface is essential.
Does the AI connect to my accounting software? Yes, via API or structured import into Exact, Twinfield, Sage, QuickBooks. It is the most important item in the quote (4,000 to 8,000 EUR) because it turns reading into an accounting entry.
How long to deploy? 6 to 9 weeks: scoping and document typology, building the OCR+LLM pipeline, software integration, then UAT on your real documents.
What happens if the AI is wrong? Every extraction is presented for validation before injection. Low-confidence cases are flagged, which keeps a human in control while removing repetitive entry.
Is the per-document cost really negligible? Yes: 0.01 to 0.05 EUR per document. For 10,000 documents/month, expect around 300 EUR in API, compared with the dozens of entry hours saved.
Let's scope your project. Send us your monthly document volume, your document types and your accounting software (Exact, Twinfield, Sage): we'll estimate realistic extraction rates and hours saved. 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.
