What does process automation cost? Honest answers for mid-sized companies

Process automation for mid-sized companies starts at a few thousand euros for a single workflow and goes up to five-figure amounts for comprehensive solutions connecting multiple systems. On top come ongoing costs for operation and maintenance, which are often left unmentioned. In this article we name typical price ranges, show which factors drive costs, and use a simple example to calculate when automation pays for itself.

Why there are no flat rates (but still clear ranges)

The cost question cannot be answered with a single number, but it can be answered far more concretely than most providers do. The price depends on three things at its core: how many systems need to be connected, how clear the rules of the process are, and how many edge cases exist. A workflow that transfers orders from a shop into an ERP system is a different task than a solution that understands incoming documents, classifies them and processes them across three systems.

Typical price ranges from practice

• Single workflow (approx. 2,000 to 6,000 euros): A clearly defined process with two to three connected systems, for example automatic transfer of orders, appointment reminders or report generation. Implementation usually takes one to three weeks.
• Automation package (approx. 6,000 to 20,000 euros): Several connected workflows, often with an AI component, such as automated email processing with document understanding or automated customer communication via WhatsApp. Implementation in four to eight weeks.
• Custom solution (from 20,000 euros): Custom-built software for processes that cannot be covered with standard tools, or solutions with special requirements for data protection and local processing.

The ongoing costs nobody likes to talk about

Automation is not a one-time purchase. You should realistically plan for: license or hosting costs for the tools (roughly 20 to 200 euros per month depending on the setup), API costs if cloud AI is involved, and maintenance effort when connected systems change. As a rule of thumb, we calculate 10 to 15 percent of the project sum per year for operation and adjustments. If a provider says nothing about this, ask.

When does it pay off? A simple example calculation

Take a task that costs two employees a combined five hours per week, such as transferring data between two systems. At a full employer cost of 50 euros per hour, that is around 13,000 euros per year. If automating this process costs 5,000 euros plus 750 euros of annual maintenance, it has paid for itself in less than six months, and from the second year onward it saves almost the full amount. This calculation is deliberately simple, but it shows the principle: what matters is not the price of the automation, but the number of hours the process consumes today. We describe which processes are best suited to start with in our article on repetitive office tasks.

How to recognize a serious offer

A good offer does not start with a software product, it starts with your process. Serious providers first want to understand how the task runs today, then name a concrete range instead of "it depends", state the ongoing costs proactively and propose a small first step instead of a large project. That is exactly how we work at FAYOTEC: we start with the process that pays off fastest and build from there. We show what that looks like on our process automation page, or get in touch directly for an honest assessment of your specific case.