The verdict in three sentences
RPA automates repetitive tasks without touching your software: the robot does what a human would, faster and error-free. In 2026, budget EUR 8,000-20,000 for a first robot and EUR 40,000-90,000 for a program of 5 to 10 automations. Each automated process frees 10 to 40 hours/month — but watch the hidden maintenance cost when target applications evolve.
Off-the-shelf RPA or custom scripts/APIs
Classic RPA drives software interfaces (like a user). It's fast to deploy but fragile: a screen change breaks the robot. Custom scripts/APIs hit the data directly: more robust, but slightly longer to develop.
| Criterion | Off-the-shelf RPA | Custom scripts / APIs |
|---|---|---|
| Licenses/yr | EUR 4,000 - 12,000 | 0 (hosting only) |
| First process timeline | 3-5 wks | 4-6 wks |
| Robustness to changes | low (UI) | high (API) |
| Maintenance cost | 20-25 %/yr | 12-15 %/yr |
| Ideal for | apps without API | apps with API |
The right choice depends on your applications: if they expose APIs, custom is more durable; otherwise RPA remains the only fast route.
Cost and ROI of an automation program
| Scope | 2026 budget (EUR excl. VAT) | Timeline | Hours freed/month |
|---|---|---|---|
| First robot / process | 8,000 - 20,000 | 4-6 wks | 10 - 40 |
| Program of 5-10 automations | 40,000 - 90,000 | 4-10 wks/batch | 80 - 300 |
| RPA center of excellence | 90,000 - 180,000 | ongoing | 300+ |
| Annual maintenance | 12-25 % of project | ongoing | — |
A program of 8 processes freeing on average 25 hours/month each returns 200 hours/month to teams, i.e. ~2,400 hours/year — the equivalent of about 1.4 FTE.
Mini case study
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Sophie, operations director of a 60-employee distribution SME in Nantes, identifies 6 repetitive processes (reconciliations, extractions, reminder emails, ERP updates). She invests EUR 58,000 in a custom program (4-month timeline in batches, EUR 8,700/year maintenance).
Result: 6 processes freeing on average 22 hours/month = 132 hours/month, i.e. ~1,584 hours/year valued at EUR 35/h = EUR 55,440/year. The investment is paid back in ~13 months. By choosing custom (API) over UI RPA, she avoids EUR 8,000/year in licenses and a high breakage rate at every ERP update.
FAQ
What is the difference between RPA and custom automation? RPA drives software interfaces like a user; custom hits the data via API. RPA is faster to launch but more fragile and costs EUR 4,000 to 12,000/year in licenses; custom is more robust and license-free.
How much does a first robot cost in 2026? Budget EUR 8,000 to 20,000 for a first process, deployed in 4 to 6 weeks. A program of 5 to 10 automations runs from EUR 40,000 to 90,000, each batch taking 4 to 10 weeks.
How many hours does an automated process save? On average 10 to 40 hours/month depending on the task's frequency and complexity. A program of 8 processes commonly frees the equivalent of 1 to 1.5 FTE.
Do I need to overhaul my IT system? No: that's the appeal of RPA and custom scripts, which graft onto the existing setup. No heavy migration is required to start.
What is the real hidden cost? Maintenance: 12-15 %/year for custom API, 20-25 %/year for UI RPA that breaks when target application screens change. It's the line item to anticipate in any business case.
Let's scope your project. List 3 to 5 repetitive tasks and the software involved, and we will price the first robot or an automation program with ROI in hand. 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.
