The verdict in three sentences
For a Dublin company that must collect orders from a customer portal with no public API, an RPA bot is often the only immediate option, but rarely the cheapest over three years. As a 2026 ballpark, a bot costs 8,000 to 20,000 EUR plus 3,000 to 10,000 EUR a year in licences, against 10,000 to 25,000 EUR for an API integration with no licence. Since about 30 % of bots break after a user interface update, the smart play is often to start with RPA while negotiating API or file-based access with the customer.
A typical case in medtech and pharma supply
The IT director of a 120-person Dublin manufacturer supplying components to medtech and pharma multinationals receives orders and forecasts through each customer's supplier portal. Two coordinators spend their days copying order lines, need-by dates and drawing revisions into the ERP. A wrong revision means a scrapped batch, sometimes thousands of euros of material.
The portal offers no public API. Three paths exist: an RPA bot that logs in like a person and reads screens, an API or EDI integration if the customer opens access, or a scheduled file exchange (CSV or XML export, often available on request). The choice depends on portal stability, volume and leverage with the customer.
RPA vs API: 2026 cost comparison
The amounts below are 2026 ballparks in the Irish market.
| Criterion | RPA bot | API or EDI integration |
|---|---|---|
| Build cost | 8,000 to 20,000 EUR | 10,000 to 25,000 EUR |
| Annual licence | 3,000 to 10,000 EUR per bot (UiPath, Power Automate, Blue Prism) | None, apart from hosting at 500 to 2,000 EUR a year |
| Lead time | 3 to 6 weeks | 4 to 8 weeks, plus negotiation with the customer |
| Customer-side prerequisite | None, a user account is enough | API access, EDI or file export |
| Fragility | About 30 % of bots broken after a UI update | Low, versioned API contract |
| Annual maintenance | 15 to 25 % of build | 5 to 15 % of build |
| Processing speed | Minutes per batch, screen by screen | Seconds, real time possible |
| Portal terms compliance | Check, some forbid automation | Explicitly allowed |
RPA has one decisive advantage: it works without asking the customer for anything. Its major flaw is fragility. A moved button, newly enforced multi-factor authentication or a captcha, and the bot stops. An API takes more effort upfront but lasts for years.
Total cost over three years
The comparison below uses a mid case: a 14,000 EUR bot with 6,000 EUR annual licence, against an 18,000 EUR API integration. RPA incidents are estimated at 2 repairs a year at 1,500 EUR each.
| Item over 3 years | RPA bot | API integration | Scheduled file exchange |
|---|---|---|---|
| Build | 14,000 EUR | 18,000 EUR | 9,000 EUR |
| Licences | 18,000 EUR | 0 EUR | 0 EUR |
| Hosting | 1,500 EUR | 3,000 EUR | 1,500 EUR |
| Routine maintenance | 8,400 EUR | 5,400 EUR | 2,700 EUR |
| Repairs after updates | 9,000 EUR | 1,500 EUR | 1,500 EUR |
| 3-year total | 50,900 EUR | 27,900 EUR | 14,700 EUR |
File exchange is the forgotten option: many supplier portals offer a scheduled export or EDI feed if you ask. A conversation with the customer's procurement team is worth having before any build. If a portal forces RPA, keep the bot read-only, add consistency checks and an instant alert on failure. Under GDPR and NIS2-driven supplier security reviews, a bot that stores portal credentials must also be properly secured. See our custom web applications, AI automation and cybersecurity services.
Mini case study
Ciaran, IT director of the Dublin manufacturer, handles 1,200 order lines a month. Manual entry takes 4 minutes per line, 80 hours a month, at a 38 EUR loaded hourly cost: 3,040 EUR a month, 36,480 EUR a year. Add 2 scrapped batches a year from revision errors at 4,000 EUR each.
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Option 1, immediate RPA: 50,900 EUR over 3 years, 85 % of lines automated. Saving: 36,480 x 0.85 x 3 = 93,024 EUR, plus 24,000 EUR of scrap avoided. Net gain over 3 years: 66,124 EUR.
Option 2, after negotiating an EDI feed with the main customer (70 % of volume): RPA for the remaining 30 %. Combined cost estimated at 34,000 EUR over 3 years for the same automation level. Net gain: 83,024 EUR. Negotiation takes 2 to 4 months, which is why starting with RPA and switching later often works best.
FAQ
How much does an RPA bot cost for an SME?
As a 2026 ballpark, budget 8,000 to 20,000 EUR to build and 3,000 to 10,000 EUR a year in licence per bot. Maintenance adds 15 to 25 % of the build each year.
Why do RPA bots break so often?
They depend on the portal's interface. About 30 % stop after an update, an authentication change or a new captcha, which means monitoring and repairs of 1,000 to 2,000 EUR each.
Is an API integration always possible?
No, the portal needs an API, an EDI feed or a file export. Many large customers agree on request, with a lead time of 2 to 4 months.
Do supplier portals allow RPA?
It depends on their terms of use. Some forbid automated access, so check the contract and ideally get written approval.
When should we still choose RPA?
When no API exists, volume exceeds 500 lines a month and you need an immediate gain. Plan the move to an API or file export from day one.
Let's scope your project. Tell us about your customer portals, volumes and ERP, and we will compare RPA, API and file exchange and define the go-live 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.
