The verdict in three sentences
RPA (Robotic Process Automation) has a software robot perform repetitive entries: invoices, statements, reconciliations. In Montreal, a project costs 14,000 to 40,000 CAD plus 300 to 1,100 CAD/month for robots, automating 60 to 85% of targeted tasks. When a vendor offers a native API, it is often more robust and cheaper to maintain than RPA: decide process by process.
2026 RPA budget and scope
Cost depends on the number of robotized processes and their complexity. 2026 ballpark:
| Item | 2026 range (CAD) | Timeline |
|---|---|---|
| Audit and process mapping | 2,100 - 5,600 | 1 - 2 weeks |
| Robot development (per process) | 4,200 - 12,600 | 2 - 4 weeks |
| Full project (3-5 processes) | 14,000 - 40,000 | 6 - 12 weeks |
| Robot licence (per month) | 300 - 1,100 | recurring |
| Supervision and maintenance | 420 - 1,260/month | recurring |
| User training | 1,100 - 2,100 | 1 day |
A well-scoped process (supplier invoice entry, for example) automates in 2 to 4 weeks. Bank reconciliations, more variable, need more business rules.
RPA vs native API integration
Both approaches coexist. The table below helps you decide.
| Criterion | RPA | Native API integration |
|---|---|---|
| Initial cost | 14,000 - 40,000 CAD | 11,000 - 28,000 CAD |
| Timeline | 6 - 12 weeks | 4 - 10 weeks |
| Robustness to screen changes | Low | High |
| Works without vendor API | Yes | No |
| Monthly maintenance | 420 - 1,260 CAD | 210 - 700 CAD |
| Automation rate | 60 - 85% | 80 - 95% |
Rule: if the vendor exposes an API, favor native integration; RPA remains the fix for closed or legacy software.
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Mini case study
Sophie, partner at a 14-person accounting firm in Montreal, processes 3,200 documents per month. RPA project on 4 processes: 27,000 CAD. Robots plus supervision: 1,500 CAD/month, or 18,000 CAD/year. First-year cost: about 45,000 CAD.
Before, data entry took 2 people 18 h/week each, or 36 h/week. With 75% automation, they save 27 h/week, about 1,200 h/year. Valued at 42 CAD/loaded hour: 50,400 CAD/year. Payback within the first year, with growing net gain afterward since only recurring costs remain.
FAQ
What automation rate can I expect? Between 60 and 85% of targeted tasks depending on their regularity. Highly standardized processes (recurring invoices) reach 85%.
How long to deploy? From 6 to 12 weeks for 3 to 5 processes, audit included. A first robot can be in production in 3 weeks.
Do I need to change accounting software? No. RPA adapts to what you have, which is exactly its value for tools without an API.
Does RPA replace jobs? No; it redeploys 10 to 25 h/week toward advisory and review, higher-value, better-billed work.
What maintenance budget should I plan? 300 to 1,100 CAD/month for supervision and adapting robots to software updates.
Let's scope your project. Send us your list of repetitive processes and document volumes, and we will assess RPA versus API. 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.
