The verdict in three sentences
RPA (bots that mimic a user's clicks) deploys fast on software without a technical interface, but it costs EUR 5,000 to 15,000 per bot per year in licenses and 20 to 30% of the build budget every year in maintenance, because it breaks at the slightest screen change. API development costs more upfront, EUR 8,000 to 25,000 per flow, but lasts for years with 10 to 15% maintenance. For a 600-employee company that must automate 15 processes, the winning approach is almost always hybrid: APIs wherever possible, RPA as a stopgap on closed software.
Understanding the 3-year cost difference
The initial quote is often misleading. RPA looks cheaper in year one, APIs become cheaper in year two or three. Here are the items to compare, 2026 order of magnitude on the Dutch market.
| Item | RPA (UiPath, Power Automate, Blue Prism) | API development |
|---|---|---|
| Build per process | EUR 4,000 to 10,000 | EUR 8,000 to 25,000 per flow |
| License | EUR 5,000 to 15,000 per bot per year | EUR 0, excluding any integration platform |
| Annual maintenance | 20 to 30% of build cost | 10 to 15% of build cost |
| Time to go live | 2 to 4 weeks per process | 4 to 8 weeks per flow |
| Sensitivity to change | High: a modified screen stops the bot | Low: stable interface contract |
| Volume handled | Limited by interface speed | Thousands of transactions per minute |
| Traceability and security | User account shared by the bot | Authentication and logs per flow |
One bot can run several processes if they do not overlap during the day. In practice, plan one bot for 2 to 3 processes of average volume.
When each approach wins
The right choice is made process by process. Here is the grid we use with CIOs to sort the 15 processes of a mid-size company.
| Situation | Recommended approach | Reason |
|---|---|---|
| Recent software with a documented API (cloud ERP, CRM) | API | Reliable, fast, low maintenance |
| Legacy software without API, replacement planned within 18 months | RPA | An API investment would have no lifespan |
| Legacy software without API, kept 5 years or more | API via the database or a connector | RPA would cost more over time |
| External portal (government, bank, supplier) without API | RPA | Only technical option |
| High volume (over 5,000 transactions per day) | API | RPA becomes too slow |
| Frequently changing process (moving business rules) | API + rules engine | The bot would need constant reconfiguration |
| One-off or experimental need | RPA or no-code | Live within a few weeks |
In a typical industrial or distribution company, about 60% of processes suit an API and 40% suit RPA, often tied to an old ERP or external portals.
Risks to factor in before deciding
RPA creates a quiet debt: every update to a source application must be tested against the bots. Without a dedicated team, bots fail silently and staff go back to manual work. Require a monitoring dashboard with alerts within 15 minutes and a priced maintenance contract.
APIs, for their part, need technical access to legacy software that the vendor sometimes charges for. Check your ERP license terms before starting, and document every flow so you do not depend on a single supplier. Under GDPR (AVG in the Netherlands), both approaches must appear in the record of processing activities when they handle employee or customer data, and the works council (OR) should be informed if bots process employee data.
Mini case study
Sanne, CIO of a 600-employee distribution company in Amsterdam, must automate 15 processes: purchase orders, invoices, inventory, expense claims, warehouse data.
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Full RPA option: 15 processes × EUR 6,000 = EUR 90,000, then 6 bots × EUR 10,000 = EUR 60,000 of licenses and EUR 22,500 of maintenance a year. 3-year cost: EUR 337,500.
Hybrid option: 9 API flows × EUR 16,000 = EUR 144,000, plus 6 processes on RPA with 2 bots for EUR 36,000. Annual costs: EUR 20,000 of licenses, EUR 9,000 of RPA maintenance and EUR 14,400 of API maintenance, or EUR 43,400. 3-year cost: EUR 310,200, with 9 flows that no longer break and bot dependence cut from 6 to 2. Over 5 years, the gap exceeds EUR 80,000 in favor of the hybrid option.
FAQ
Is RPA a bad technology?
No, it is excellent for closed software and external portals. It becomes expensive when it replaces a possible API, with 20 to 30% annual maintenance versus 10 to 15% for an API.
How much does an integration platform cost?
A market iPaaS costs EUR 15,000 to 60,000 a year for a mid-size company. For 10 to 20 flows, APIs built and hosted on your own infrastructure are often enough, with no license.
How long does it take to automate 15 processes?
Plan 6 to 9 months with a hybrid approach, in batches of 3 to 4 processes. The first gains arrive in month two.
Can we start with RPA and move to APIs later?
Yes, it is a sound strategy for end-of-life software. Put the replacement in the roadmap so you do not pay EUR 10,000 per bot license indefinitely.
Who maintains the automations after the project?
A maintenance contract with guaranteed response times, or a trained internal team. Full documentation of each flow avoids dependence on a single supplier.
Let's scope your project. Send us your list of processes and software: we will sort each case between API and RPA and price your roadmap, from EUR 8,000 to 25,000 per flow. 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.
