The verdict in three sentences
RPA (software robots) deploys fast and suits closed, API-less tools, but its recurring licenses of 5,000 to 15,000 EUR/year and fragility to interface changes make it a short-term fix. Custom development costs 10,000 to 40,000 EUR once, takes longer but stays robust and durable. Simple rule: RPA when no API exists and the need is urgent; custom whenever an API is available and the use is structural.
RPA vs custom: the 2026 comparison
| Criterion | RPA | Custom development |
|---|---|---|
| Upfront cost | 3,000 - 10,000 EUR | 10,000 - 40,000 EUR |
| Recurring cost | 5,000 - 15,000 EUR/yr (licenses) | 900 - 4,000 EUR/yr (maintenance) |
| Setup time | 2 - 5 weeks | 6 - 14 weeks |
| Robustness | Fragile (breaks if UI changes) | High (via API) |
| API-less software | Ideal | Impossible or costly |
| Typical lifespan | 2 - 3 years | 5 - 8 years |
| Maintenance needed | Frequent | Low |
RPA "clicks" on the screen in place of a human; custom talks directly to the data. That is the whole difference in solidity.
Total cost over 5 years
Upfront cost is misleading: over time, RPA licenses pile up. 2026 order-of-magnitude estimate to automate a medium-complexity process:
| Item | RPA (5 yrs) | Custom (5 yrs) |
|---|---|---|
| Initial investment | 7,000 EUR | 24,000 EUR |
| Licenses / maintenance | 50,000 EUR | 12,000 EUR |
| Fixes after updates | 9,000 EUR | 2,000 EUR |
| 5-year total | 66,000 EUR | 38,000 EUR |
When an API exists and the process is durable, custom becomes ~40 % cheaper over five years, while being more reliable.
Mini case study
Thomas, COO of a 60-person distribution SME in Nantes, wants to automate order reconciliation between his legacy line-of-business software (no API) and his ERP. He is torn.
For the closed software, RPA is the only realistic choice: 6,000 EUR setup + 9,000 EUR/year license. For the modern ERP he picks a custom integration at 18,000 EUR + 2,000 EUR/year. Over five years the RPA brick costs 51,000 EUR and breaks twice during updates; the native integration costs 28,000 EUR and never breaks. Conclusion: RPA where the API is missing, custom everywhere else. Mixed approach, controlled cost.
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FAQ
When should I pick RPA over custom?
When the target software has no API, the need is urgent (2 to 5 weeks) or temporary. Beyond 3 years of use, custom becomes cheaper again.
How much is an RPA license in 2026?
Between 5,000 and 15,000 EUR/year per robot depending on the vendor, excluding setup (3,000 to 10,000 EUR). These licenses recur, unlike custom.
Is custom always more expensive?
Upfront yes (10,000 to 40,000 EUR), but over 5 years it is often ~40 % cheaper than RPA because there is no heavy annual license.
Is RPA really fragile?
It simulates clicks: a simple interface change in the target software can break it. Expect regular fixes, especially after vendor updates.
Can you combine both?
Yes, often the best strategy: RPA on closed software, native integration wherever an API exists. This limits licenses to the truly necessary cases.
Let's scope your project. List your software and which ones expose an API: we decide RPA vs custom per task, with a full 5-year cost. 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.
