The verdict in three sentences
An API integration project linking website, CRM, ERP and billing tool costs, in 2026, between 15,000 and 50,000 EUR, delivered in 2 to 4 months depending on the number of flows. The immediate gain: eliminating double data entry, i.e. 10 to 20 hours per week recovered for an SME. The right choice sits between an iPaaS (faster, recurring cost) and a custom middleware (more upfront, no subscription).
Map the flows before pricing
An integration project is not quoted blind on a flat fee: it is priced by the number and complexity of flows. Here is a typical mapping for an SME.
| Flow | From to | Frequency | Complexity | Indicative cost (EUR) |
|---|---|---|---|---|
| Form lead to CRM | Site to CRM | Real time | Low | 1,500-3,500 |
| Quote CRM to ERP | CRM to ERP | Event-based | Medium | 3,000-7,000 |
| Order to billing | ERP to Billing | Real time | Medium | 3,500-8,000 |
| Stock to website | ERP to Site | Hourly | Medium | 2,500-6,000 |
| Payment to accounting | Billing to Accounting | Daily | Low | 2,000-4,500 |
| Customer 360 | Consolidation | Real time | High | 5,000-12,000 |
An SME usually connects 3 to 8 flows; that count drives the budget.
iPaaS or custom middleware: the right trade-off
The choice shapes total cost over 3 years. Here is the 2026 comparison.
| Criterion | iPaaS (Make, n8n, Zapier) | Custom middleware |
|---|---|---|
| Upfront cost | 8,000-25,000 EUR | 20,000-50,000 EUR |
| Recurring cost | 150-600 EUR/month | Hosting 50-200 EUR/month |
| Setup time | 3-8 weeks | 8-16 weeks |
| Complex flows / volumes | Limited past a threshold | No cap |
| Vendor lock-in | High | None |
| Total 3-year cost | 13,000-46,000 EUR | 22,000-57,000 EUR |
Below 5 simple flows, iPaaS wins. Beyond that, or with high volumes, custom becomes cheaper over 3 years.
The ROI in time saved
The cost is repaid in eliminated data-entry hours. Here is a model for a 25-person SME.
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| Task | Before (manual) | After (integrated) | Weekly gain |
|---|---|---|---|
| Order re-entry | 8 h | 1 h | 7 h |
| Website stock updates | 4 h | 0.5 h | 3.5 h |
| Billing reconciliation | 6 h | 1 h | 5 h |
| Consolidated reporting | 3 h | 0.5 h | 2.5 h |
| Total | 21 h | 3 h | 18 h/week |
18 hours per week at a loaded cost of 28 EUR/h is about 26,000 EUR per year in savings.
Mini case study
Sophie, IT director of a trading SME in Amsterdam (25 staff), has her website, CRM and ERP connected to her billing tool via a custom middleware at 34,000 EUR. Double data entry drops from 18 hours to 3 hours per week, saving 26,000 EUR/year. With a hosting run at 120 EUR/month, the project pays back in 16 months and online stock errors fall by 90%.
FAQ
Do I need to change ERP or CRM to integrate? Not in most cases: most market ERPs and CRMs expose APIs or allow connectors. You integrate the existing stack rather than replace everything, which sharply cuts cost and risk.
How long does an integration project take? Between 2 and 4 months depending on the number of flows. An iPaaS for 3 simple flows sets up in 3 to 8 weeks; a multi-flow custom middleware needs 8 to 16 weeks.
What happens if an API changes? That is the role of maintenance: a support contract (10 to 20% of the annual cost) covers API changes and flow monitoring. Monitoring alerts on any sync failure.
iPaaS or custom to start? If you have few flows and want a fast result, iPaaS is ideal. If your volumes are high or flows complex, custom middleware costs less over 3 years and frees you from a vendor.
How do you secure the exchanged data? Encryption in transit, key or OAuth authentication, exchange logging and GDPR compliance. These requirements are built into the pricing from the mapping phase.
Let's scope your project. List your tools (site, CRM, ERP, billing) and the flows to eliminate: we map and price the integration. 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.
