The verdict in three sentences
Automating an SME's document workflow (approvals, signatures, archiving) is a 9,000 to 26,000 EUR project in 2026, over 4 to 8 weeks. The foundation combines a document management system (DMS), e-signature (3 to 8 EUR per signature) and SSO, all hosted in the EU for GDPR compliance. A good specification drives the quote: the clearer the scope, the more accurate the pricing and the faster the gain (60 to 90 hours/month).
Line items of a typical quote
Here is the breakdown of a 2026 quote for a 30-to-50-person firm, VAT excluded.
| Item | Description | Price 2026 |
|---|---|---|
| DMS + structure | filing, rights, search | 3,000 - 7,000 EUR |
| Approval workflows | multi-level circuits | 2,500 - 6,000 EUR |
| E-signature | provider integration | 1,500 - 4,000 EUR |
| SSO + security | directory, rights, logs | 1,500 - 4,000 EUR |
| GDPR archiving | retention, purge | 1,000 - 3,000 EUR |
| Acceptance + training | testing, change management | 1,000 - 2,500 EUR |
| Total | 4-8 weeks | 9,000 - 26,000 EUR |
Upkeep runs 150 to 300 EUR/month for evolutions and supervision.
Hosting, GDPR and retention
The choice of host and retention periods is a sensitive part of the specification. Here are the 2026 references.
| Element | Recommended option | Order of magnitude 2026 |
|---|---|---|
| Hosting | OVH / Scaleway (EU) | 40 - 150 EUR/month |
| Signature | eIDAS-qualified provider | 3 - 8 EUR/signature |
| GDPR retention | by document type | 1 to 10 years |
| Logging | access and changes | included |
| Backup | daily encrypted | included |
Preferring EU hosting avoids non-EU transfers and simplifies GDPR and local-law compliance.
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Mini case study
Sophie, administrative director of a 45-person B2B services firm in Dublin, handled 350 documents to approve and sign per month via slow paper circuits. She invests 17,000 EUR in a DMS + workflows + e-signature, plus 230 EUR/month upkeep and about 1,400 EUR/year of signatures (4 EUR x 350). Gain: 75 hours/month saved, valued at 30 EUR/hour -- 2,250 EUR/month. Net of upkeep and signatures, the monthly gain is about 1,900 EUR: the investment is repaid in roughly 9 months, with full traceability as a bonus.
FAQ
What should the specification contain? Document scope, approval circuits, access rights, retention periods and integrations (directory, ERP). The more precise, the more reliable the quote.
Does e-signature have legal value? Yes, via an eIDAS-qualified provider; plan 3 to 8 EUR per signature by level (simple, advanced, qualified).
Where are documents stored? On EU hosting (OVH, Scaleway) for 40 to 150 EUR/month, with logging and encrypted backup for GDPR.
How much time is saved? Generally 60 to 90 hours/month for a 30-to-50-person firm, depending on document volume.
Is the project scalable? Yes: start with critical circuits, then extend to other departments; the 150-300 EUR/month upkeep supports these evolutions.
Let's scope your project. Send us your document volume, approval circuits and deadline: we draft the specification and price the quote. 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.
