The verdict in three sentences
A New York company re-keying 5,000 transactions a month between two systems pays for that double entry in hours, errors and slower month-end close. RPA (software robots that mimic on-screen data entry, such as UiPath) costs tens of thousands of USD a year in licences and breaks whenever an interface changes, whereas an API integration connects the two systems directly. US integrators typically quote 20,000 to 60,000 USD for an API integration (market estimate); Kolonell delivers one for 2,500,000 to 4,000,000 FCFA (3,810 to 6,100 EUR) plus 75,000 FCFA a month of maintenance.
What re-keying costs in New York
The pattern is common in insurance, lending, distribution and logistics: a line-of-business system (policies, loans, orders) and an accounting system or ERP that do not talk to each other. Every day two or three staff copy transactions across, with an error rate that turns into endless reconciliations.
| Indicator (5,000 transactions a month, 2026 estimate) | Manual re-keying | After automation |
|---|---|---|
| Entry time per transaction | 2 to 4 min | a few seconds |
| Data entry hours per month | 170 to 330 h | under 10 h of checks |
| Data entry error rate | 1 to 3% | under 0.1% |
| Transactions to fix each month | 50 to 150 | under 5 |
| Month-end close | 8 to 12 days | 3 to 5 days |
| Staff involved | 2 to 3 | 0.5 for checks |
With a data entry clerk costing 4,500 to 6,500 USD a month fully loaded in New York, re-keying costs 110,000 to 230,000 USD a year, before the cost of errors.
RPA or API: the real differences
RPA is appealing because it leaves systems untouched: the robot clicks and types like a person. It fits when one of the two systems is old, closed and has no API. But it depends on field positions, screen resolution, pop-ups and network stability. An API integration exchanges structured data between systems and logs every transaction.
| Criterion | RPA (UiPath, Power Automate, Automation Anywhere) | Custom API integration |
|---|---|---|
| Upfront cost | 10,000 to 40,000 USD of bot development | 20,000 to 60,000 USD (US market); 3,810 to 6,100 EUR at Kolonell |
| Annual licences | 10,000 to 30,000 USD (market estimate) | none |
| Maintenance | 15 to 25% of build per year, frequent fixes | 75,000 FCFA per month (Standard) at Kolonell |
| Reliability | breaks on every UI update | stable as long as the API is versioned |
| Speed | 30 s to 2 min per transaction | milliseconds |
| Traceability | screenshots, bot logs | full log per transaction, automatic retry |
| Best fit | legacy system with no API | systems with an API or accessible database |
Three-year cost
| Line over 36 months (2026 estimate) | RPA | US agency API integration | Kolonell API integration |
|---|---|---|---|
| Setup | 25,000 USD | 40,000 USD | about 5,300 EUR |
| Licences | 60,000 USD (20,000 a year) | 0 | 0 |
| Maintenance | 15,000 USD | 18,000 USD | about 4,100 EUR (75,000 FCFA a month) |
| Fixes after software updates | 10,000 USD | largely included | largely included |
| Three-year total | about 110,000 USD | about 58,000 USD | about 9,400 EUR |
If one system has no API, a middle path is to read and write its database directly under control, or to expose a small intermediate API. RPA is then kept for screens that truly cannot be bypassed.
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Illustrative example: Rachel, CIO of an insurance broker in New York, has her teams re-keying 5,000 transactions a month between the policy administration system and the accounting ERP, at 3 minutes each, or 250 hours a month. An RPA vendor proposes 25,000 USD of development and 20,000 USD of licences a year. An API integration is quoted at 40,000 USD by a local agency, with no licences. Over three years, the API route saves about 50,000 USD versus RPA, and the 250 monthly hours are redeployed to quality control and client service.
FAQ
How much does an API integration between two systems cost in New York?
US integrators typically quote 20,000 to 60,000 USD depending on documentation and business rules. Kolonell delivers a simple integration for 2,500,000 to 4,000,000 FCFA (3,810 to 6,100 EUR), then 75,000 FCFA a month of maintenance.
When is RPA still the right choice?
When a legacy system offers neither an API nor database access, or for a temporary need of a few months. Beyond that, licences of 10,000 to 30,000 USD a year weigh heavily.
What happens when a transaction fails?
The API integration logs every transaction and retries automatically on network errors. Business anomalies surface in a dashboard, usually fewer than 5 cases a month.
How long does implementation take?
Allow 4 to 8 weeks depending on how well the systems are documented. The first week maps fields and transformation rules.
Do we need the software vendor's approval?
Using a vendor API usually requires an access key, sometimes paid at a few thousand USD a year. For direct database access, get written approval to protect your support agreement.
Let's scope your project. Describe the two systems and your transaction volume, and we will price an API integration between 2,500,000 and 4,000,000 FCFA with go-live in 4 to 8 weeks. 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.
