What does an automation project cost, and how long does it take?

The most common question in a first conversation is also the most uncomfortable one: what does it cost? A serious answer is neither "5,000 euros" nor "it depends", it explains what the cost depends on. That is exactly what we do here, so that you get a feel for the order of magnitude before we talk about your specific case.

Why there is no flat figure

An automation project is not a product off the shelf. The cost depends on how complex the process is, how many systems are involved, how clean the data is and whether we can build on existing licences. A clearly defined process in Microsoft 365 is quickly implemented. A process that connects five specialist systems and involves many exceptions needs more. The biggest lever is rarely the tool, but the scope: a tightly defined process stays affordable, while a vague "we want to digitalise everything" becomes expensive and hard to estimate. That is why every serious estimate starts by keeping the scope small and clear.

The three cost blocks

To make it tangible, it helps to break a project into three blocks:

• Analysis: understanding the process, finding the biggest lever, defining the path. Often eligible for funding through the
• Implementation: building the workflow, testing it and handing it over into operation.
• Operation: ongoing maintenance and adjustment whenever something changes. Optional via a maintenance package.

How long it takes

A first, clearly outlined workflow is usually up and running within around 30 days. We deliberately break larger projects into steps like these instead of running them as a single project that drags on for months. That way you see a result early and never carry one big, open risk.

Funding noticeably lowers the cost

The consulting in an automation project is often eligible for funding. Through the BAFA, particularly high rates are subsidised in Mecklenburg-Vorpommern. How that works is explained in our article on BAFA funding. A rough estimate of the benefit is provided by our ROI calculator.

When it pays off

The most honest metric is not the price but the time to break-even. When a process eats up several hours every week, the savings quickly outweigh the one-off cost. That is exactly why we choose the first process so that it pays off, not so that it impresses.

A fixed price instead of an open-ended timesheet

What unsettles many people more than the size of the cost is the uncertainty. That is why, for a clearly defined first process, we work with a fixed price instead of an open-ended timesheet. You know in advance where you stand and do not carry the risk that a project quietly spirals out of control. The prerequisite is the short analysis beforehand: only once we understand the process can we name a reliable price.

An example from practice

How tangible this becomes is shown by a completed project. For Joh. Wilh. von Eicken GmbH we built a build pipeline for Microsoft Dynamics 365 Business Central that automatically builds, tests and publishes components all the way into the staging environment. The actual implementation took two days, the manual effort dropped by around 40 percent, and the investment paid for itself within one to two months. You can find the full case in our references.

The follow-up costs to consider early

Everyone talks about the price of building, but hardly anyone about what comes afterwards. Yet that is exactly what determines the total cost. Three points are worth considering early. First, maintenance: if a connected system or a form changes, the workflow has to be adjusted. Second, the operating model: some solutions run free of charge within existing licences, another needs its own server that costs money every month. That is not a disadvantage, but it should be on the table beforehand. Third, onboarding: if no one in the company knows how to step in, a quiet dependency arises that becomes expensive later. We name these follow-up costs before the start instead of presenting them as a surprise. That way you compare not just the quoted price, but the honest cost over time.

Frequently asked questions

Roughly what does a first automation project cost?

A clearly defined first workflow usually sits in the low to mid four-figure range, depending on complexity and the number of systems involved. We give you the exact figure after a short analysis, not before.

Are there ongoing costs?

That depends on the tool and on whether you want ongoing support. Some solutions run within existing licences at no extra cost, others need a server or a maintenance package. We make this transparent up front.

Is it worthwhile for small businesses too?

Especially there. The smaller the team, the greater the impact of every hour saved. A single automated process can make more of a difference in a team of ten than a major project in a large corporation.