The verdict in three sentences
For a 25-person SME, automating 6 administrative processes costs 18,000 EUR plus 250 EUR/month maintenance in 2026. Payback is fast: 1.8 FTE freed, 2,400 hours/year saved worth about 45,000 EUR, a positive ROI from month 9 and data-entry errors down 92 %. At this level of gain, the question is no longer "should we automate" but "which process first".
The costed case study
Here is the process-by-process detail of hours saved for this typical 25-person SME (2026 order of magnitude).
| Automated process | Hours/month before | Hours/month after | Gain/month |
|---|---|---|---|
| Order entry | 48 h | 6 h | 42 h |
| Reporting | 36 h | 4 h | 32 h |
| Customer dunning | 30 h | 3 h | 27 h |
| Employee onboarding | 22 h | 5 h | 17 h |
| Expense reports | 26 h | 4 h | 22 h |
| Reconciliations | 24 h | 4 h | 20 h |
| Total | 186 h | 26 h | 160 h |
That is 160 hours/month saved, close to 2,400 hours/year, the equivalent of 1.8 full-time FTE.
The ROI calculation
Valuing the administrative hour at roughly 19 EUR fully loaded, the annual gain amply covers the investment.
| Item | Amount 2026 |
|---|---|
| Initial investment | 18,000 EUR |
| Annual maintenance | 3,000 EUR |
| Hours saved/year | 2,400 h |
| Value of gain/year | ~45,000 EUR |
| Net gain year 1 | ~24,000 EUR |
| Months to ROI | 9 |
| Data-entry error reduction | -92 % |
In the first year, the net gain exceeds 24,000 EUR after deducting investment and maintenance.
Custom build or vertical SaaS
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Facing this need, two paths: custom development or a vertical SaaS subscription. Custom costs more upfront but covers specific processes and leaves you an asset; SaaS is fast but paid monthly and imposes its limits. For 6 heterogeneous processes, custom is often more relevant beyond 18-24 months.
Mini case study
Marc, manager of a 25-person engineering SME in New York, wanted numbers before investing. He automates the 6 processes above for 18,000 EUR + 250 EUR/month. Gain: 160 h/month at 19 EUR -- 3,040 EUR/month, less 250 EUR maintenance = 2,790 EUR net. The cumulative gain reaches 18,000 EUR after 6.5 months of gross gain, and factoring in gradual ramp-up, real ROI lands at month 9. Bonus: data-entry errors fall 92 %, avoiding credit notes and customer disputes.
FAQ
How do I estimate ROI before signing? We count hours spent per process, value them at the loaded hourly cost, then compare to investment and maintenance. Typical ROI lands in 8 to 11 months.
Does 1.8 FTE freed mean layoffs? Usually not: freed time is redeployed to value tasks (customer relations, development), avoiding hiring to absorb growth.
Custom or vertical SaaS? SaaS is faster at small scope; custom wins once processes are specific or numerous, with better cost beyond 18-24 months.
Is the error drop measurable? Yes: in this case, -92 % data-entry errors, cutting credit notes, dunning and disputes -- an indirect gain often larger than the time saved.
Can we spread the investment? Yes, by automating processes in waves; each wave funds the next, smoothing the cash-flow effort.
Let's scope your project. Give us the list of your most time-consuming administrative tasks and your headcount: we build your costed ROI study. 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.
