The verdict in three sentences
RPA (robotic process automation) has a robot perform the repetitive mouse-driven tasks your teams do: data entry, extraction, reconciliation across software with no API. In 2026, budget 6,000 to 25,000 EUR per automated process, plus 3,000 to 8,000 EUR/year in license (or open-source). The gain is real (3 to 15 h/week) but RPA is fragile: any interface change can break the bot, so choosing the right cases and budgeting maintenance matters.
RPA, API integration or custom: the right tool for the case
RPA is not always the best answer. When an API exists, an integration is more robust and cheaper to maintain. RPA is justified mainly on closed, legacy or internal software with no programmable interface.
| Criterion | RPA (UI robot) | API integration | Custom development |
|---|---|---|---|
| Cost per process | 6,000 - 25,000 EUR | 4,000 - 18,000 EUR | 15,000 - 60,000 EUR |
| Recurring cost | license 3,000 - 8,000 EUR/yr | low hosting | low hosting |
| Robustness | fragile (breaks if UI changes) | high | high |
| Time to deploy | 3 - 8 weeks | 2 - 6 weeks | 2 - 5 months |
| Ideal case | API-less software | tools with API | complex business logic |
| Annual maintenance | 15 - 25 % of build | low | low |
Simple rule: if an API exists, integrate; otherwise RPA bridges the gap until a rebuild. Many SMEs combine both.
The payback math of a bot
A bot's ROI depends on time actually freed and its stability. Here are three typical SME cases in 2026.
| Automated process | Hours saved / week | Build cost | License/yr | Payback (months) |
|---|---|---|---|---|
| Supplier invoice entry | 8 h | 12,000 EUR | 4,000 EUR | 7 |
| Email order extraction to ERP | 12 h | 16,000 EUR | 5,000 EUR | 6 |
| Bank reconciliation | 5 h | 9,000 EUR | 3,500 EUR | 10 |
| Weekly multi-tool reporting | 6 h | 11,000 EUR | 4,000 EUR | 9 |
At 35 EUR/h loaded, 8 h/week saved is worth about 14,500 EUR/year: a 12,000 EUR build plus 4,000 EUR license pays back in under a year. Caution: budget 15 to 25 % of build cost per year in maintenance, or the stated ROI is misleading.
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Mini case study
Sophie, back-office manager at a distribution firm in Bordeaux, processes 900 orders/month received by email and re-keyed by hand into an ERP with no modern API. Two people spend 12 h/week on it in total. She deploys an RPA extraction-and-entry bot at 16,000 EUR + 5,000 EUR/year license. The bot handles 85 % of orders automatically, freeing ~10 h/week, about 520 h/year. Valued at 34 EUR/h, that is 17,680 EUR/year of capacity, for a first-year total cost of 21,000 EUR: payback in about 6 months, and entry errors drop 90 %.
FAQ
What is the difference between RPA and AI? RPA follows fixed rules (click here, copy there); AI interprets unstructured content. The two combine: an AI reads a free-form email, the RPA enters the result into the target software.
Why is RPA called fragile? Because the bot drives a graphical interface: if the vendor changes a button or field, the robot can fail. That is why we favor the API when it exists and budget maintenance.
Do I need a paid license or open-source? Both exist. A license (UiPath, Automation Anywhere) costs 3,000 to 8,000 EUR/year but simplifies supervision; open-source (Robocorp, Playwright) avoids the license but needs more in-house skills.
Which processes to automate first? Those that are repetitive, high-volume, rule-stable and free of human judgment: entry, extraction, reconciliation, reporting. Avoid rare or fast-changing cases with low return.
How much is annual maintenance? 2026 order of magnitude: 15 to 25 % of build cost per year, to adapt bots to software changes. A bot with no maintenance budget eventually fails silently.
Let's scope your project. List your repetitive tasks and the software involved (with or without API) and we'll identify the profitable processes and price RPA or 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.
