The verdict in three sentences
RPA (Robotic Process Automation) exists to automate repetitive tasks when your applications expose no API: the robot mimics a human clicking, copying and pasting between software. Budget 6,000 to 20,000 EUR excl. tax per process in 2026, with ROI in 4 to 9 months if the process eats at least 15 hours a month. When an API exists, a direct integration is almost always more robust and cheaper to maintain: RPA is a smart plan B, not a plan A.
What an RPA robot costs in 2026
Cost depends mostly on the number of screens, exceptions to handle and the stability of the target applications. Here are the 2026 orders of magnitude.
| Item | 2026 range (EUR excl. tax) | Comment |
|---|---|---|
| Scoping + process analysis | 1,500 - 4,000 | Mapping, rules, exceptions |
| Simple robot build | 6,000 - 10,000 | 1 to 2 apps, few exceptions |
| Complex robot build | 12,000 - 20,000 | Multi-app, conditional logic |
| RPA platform license / year | 3,000 - 12,000 | By vendor and robot count |
| Annual maintenance | 15 - 20% of build | Adapting to software updates |
| Supervision (orchestrator) | 2,000 - 6,000 / year | Scheduling, alerts, logs |
The classic trap: underestimating maintenance. Every update to a target application can break the robot, hence a recurring budget of 15 to 20% per year to provision from day one.
RPA or API integration: the right trade-off
Both automate, but they don't play in the same reliability league. This table sums up the choice process by process.
| Criterion | RPA (robot) | API integration |
|---|---|---|
| Technical prerequisite | No API needed | API required |
| Initial cost per process | 6,000 - 20,000 EUR | 4,000 - 15,000 EUR |
| Robustness | Medium (breaks if UI changes) | High (stable contract) |
| Execution speed | Slow (mimics human) | Fast (direct exchange) |
| Maintenance / year | 15 - 20% | 8 - 12% |
| Time to deploy | 3 - 8 weeks | 4 - 10 weeks |
| Ideal for | Legacy software, closed ERP | Modern tools, SaaS |
Simple rule: if a clean API exists, integrate; otherwise, robotize. Many SMEs mix both, with robots on legacy software and integrations on modern SaaS.
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Mini case study
Claire, CFO of an industrial SME in Lyon (55 staff), has 320 order lines re-keyed every month from an API-less customer portal into her ERP. Two accountants spend 28 hours a month on it, roughly 1,120 EUR/month in loaded cost (40 EUR/h). Kolonell quotes an RPA robot at 11,000 EUR excl. tax, license 4,000 EUR/year, maintenance 2,000 EUR/year. Annual saving: 13,440 EUR of labour against 6,000 EUR of recurring costs, i.e. 7,440 EUR net in the first full year, with the initial investment paid back in about 8 months. Unquantified bonus: the end of keying errors that triggered credit notes.
FAQ
Which processes should be automated first? Those that are repetitive, rule-heavy and high-volume at once: reconciliations, cross-app data entry, report extractions. Target a process eating at least 15 hours a month first for ROI under 9 months.
Does RPA replace jobs? In practice it mostly absorbs low-value tasks. On our 2026 projects, teams are redeployed to control and customer relations, not laid off.
How long to get a robot into production? Expect 3 to 8 weeks for a simple-to-medium process, scoping included. Multi-application processes with many exceptions rise to 8-12 weeks.
What happens when the target software is updated? The robot may break if the interface changes. That's why we provision 15 to 20% of the build cost per year in maintenance and prefer an API when one exists.
Can we start small? Yes. The best starting point is a single robot on one painful, measurable process, then you scale once ROI is proven.
Let's scope your project. Send us your list of repetitive tasks and their monthly hours: we'll tell you RPA or API, with an indicative budget (6,000 to 20,000 EUR excl. tax/process) and timeline. 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.
