The verdict in three sentences
RPA (robots driving interfaces) starts fast but bills EUR 3,000-8,000/robot/year plus the orchestrator, and breaks at the slightest screen change. Custom development (Python/API, scheduler) costs EUR 15,000-60,000 upfront but stays robust because it goes through APIs. Beyond 5 stable flows, the 3-year TCO often tilts 30 to 45% in favour of custom.
Two radically different cost models
RPA is a recurring-licence model; custom is an upfront investment followed by maintenance. 2026 ballpark figures.
| Item | RPA (platform) | Custom (Python/API) |
|---|---|---|
| Attended robot licence | EUR 3,000-8,000/robot/year | 0 |
| Orchestrator | EUR 8,000-20,000/year | included / infra EUR 40-150/month |
| Initial build | integrator EUR 400-900/day | EUR 15,000-60,000 |
| Maintenance | in licences + support | EUR 600-1,800/month |
| Time to start | 2-5 weeks | 6-12 weeks |
| Robustness | fragile (UI) | high (API) |
RPA excels when the target application has no API (legacy software, mainframe). Custom wins as soon as systems expose APIs and volumes justify a stable pipeline.
The real trade-off plays out over 3 years
Over a 3-year cycle, RPA licences pile up while custom amortises its build. Simulation for 6 stable flows.
| Element | RPA (6 robots) | Custom |
|---|---|---|
| Year 1 | EUR 30,000 licences + 15,000 setup | EUR 45,000 build |
| Year 2 | EUR 30,000 licences + 6,000 support | EUR 12,000 maintenance |
| Year 3 | EUR 30,000 licences + 6,000 support | EUR 12,000 maintenance |
| Orchestrator (3 years) | EUR 45,000 | included |
| 3-year TCO | about EUR 162,000 | about EUR 69,000 |
| Gap | baseline | -57% |
This simulation illustrates the trend: the more numerous, stable and API-based the flows, the wider custom's lead. Conversely, for 1 to 3 unstable flows with no API, RPA stays relevant.
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Mini case study
Thomas, transformation lead at a 600-employee industrial mid-cap in Lille, hesitates between 6 RPA robots and a custom pipeline to automate ERP-supplier flows. The RPA quote comes to about EUR 54,000/year (licences + orchestrator + support), roughly EUR 162,000 over 3 years. Kolonell proposes a Python/API pipeline at EUR 45,000 + EUR 1,000/month maintenance, about EUR 69,000 over 3 years. Estimated saving: about EUR 93,000 over 3 years (-57%), plus superior robustness since flows go through APIs rather than screen captures.
FAQ
When is RPA still the right choice? When the target application exposes no API (legacy software, mainframe) or for 1 to 3 flows you need live very fast. RPA's time-to-value is unbeatable on a small scope.
Why is custom more robust? Because it communicates via API rather than simulating clicks: an interface change doesn't break the flow. RPA must be repaired every time a screen evolves.
From how many flows does custom pay off? Generally beyond 5 stable, API-based flows. Below that, RPA or a mix of the two can suffice.
Can we combine RPA and custom? Yes: RPA for API-less applications, custom for the rest, all under one orchestrator. This hybrid approach is common in 2026.
What's the deployment timeline? 2 to 5 weeks for RPA on a simple scope, 6 to 12 weeks for an orchestrated custom pipeline including API integrations.
Let's scope your project. List your flows to automate and note whether your applications expose APIs: we'll price the compared 3-year TCO (RPA vs custom, EUR 15,000-60,000 build) and 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.
