Pricing and quotation guide
Business process automation cost
Process automation costs are easiest to understand per process: mapping it, building the automation, connecting the systems involved and testing it with real cases. On top of that sit the automation platform's subscription and a small amount of ongoing upkeep.
This page explains each cost and how to compare it with the time the process takes today.
Illustrative diagram
Process automation
- Mapping
- Workshops
- Simplification
- Build
- Steps
- Integrations
- Quality
- Testing
- Documentation
- Ongoing
- Platform fees
- Upkeep
What drives process automation cost
- Mapping and workshops
- Understanding and simplifying the process with the people involved.
- Steps and branches
- More decision points and exceptions add build and test effort.
- Systems connected
- Each integration adds setup, mapping and error handling.
- Documents and approvals
- Templates, approval routes and audit records.
- Testing
- Real cases, including exceptions, run before going live.
- Documentation
- What runs, why and who owns it.
Costs paid to third parties (separate from our fees)
- Automation platform subscription or usage
- Any new software licences the process needs
- AI usage, if an AI step is included
Platform and software costs are paid to their providers in your accounts and estimated separately.
Comparing cost with the current process
| Measure | How to estimate |
|---|---|
| Time per run | Observed during mapping |
| Runs per month | From records or staff estimates |
| Error cost | Rework, delays or complaints caused by mistakes |
| Build and running cost | From the quotation and platform pricing |
| Time still needed | Exceptions and reviews that remain manual |
Mapping pays for itself
Mapping and simplifying a process before building can feel like an extra cost, but it often reduces the build. Steps that are removed do not need automating; approvals that are merged need one route instead of two; duplicate data entry disappears. A simpler process is also cheaper to maintain and easier for staff to understand.
Automation platform or custom code
Automation platform
Suits you when
- Common systems with ready integrations
- Moderate volumes
- You want non-developers to see and adjust flows
Watch out for
- Subscription costs that rise with usage
- Limits on complex logic
Custom code
Suits you when
- High volumes where platform fees add up
- Complex logic or unusual systems
- Strict control over data handling
Watch out for
- Developer needed for changes
- Hosting and monitoring to arrange
For an accurate quotation
Describe
- Each step and who carries it out
- Which applications the process touches
- Exceptions and how often they occur
Share
- How many times the process runs each month
- A few real cases from start to finish
- Automation subscriptions you already hold
Example: purchase approvals
Illustrative example — not a client case study
Situation: Staff email purchase requests to managers, who reply, and someone records approved requests in a spreadsheet.
- Mapping shows two approval levels can be merged for small amounts.
- A form creates requests; approvers click approve or reject; decisions are logged automatically.
- Approved requests appear in the spreadsheet with no retyping.
What this shows: Simplifying first reduced the build to one approval route. This example is illustrative.
Quick wins cost little
Simple automations, such as notifications, reminders or copying form submissions into a spreadsheet, are often small pieces of work using platforms you may already pay for. They are a good way to start, because the cost is low and the benefit is immediate. Larger processes with approvals, documents and several systems are quoted as projects after mapping.
Listing both types in one plan helps you balance quick returns with more substantial improvements.
Ongoing upkeep
Automations need occasional attention when connected systems change their settings, when a process changes or when platform pricing changes. Budgeting a small amount each year for reviews and adjustments avoids failures that go unnoticed. A named owner who checks failure alerts is the most important part of upkeep and costs nothing extra.
Phasing
Automating one process at a time spreads the cost and lets each be proven before the next begins. It also means lessons from the first process, such as which platform works best for your systems, reduce the cost of later ones.
Comparing platform costs
Automation platform pricing is often based on the number of runs or steps each month. A process that runs thousands of times can become expensive on some plans, while the same process on another platform or as custom code may cost less to run. Estimating monthly runs during mapping lets us compare options before you commit to one.
Questions about business process automation cost
How much does it cost to automate a process?
It depends on steps, systems and exceptions. We quote per process after mapping.
Is mapping charged?
Yes, as a small item; it often reduces the build cost.
Are platform fees included?
No. They are paid to the platform in your account and estimated separately.
Is custom code cheaper?
Sometimes, at high volumes. It has its own maintenance and hosting costs.
Can we automate one process first?
Yes, and that is the recommended start.
What does upkeep cost?
Usually little, unless connected systems or the process change.
Are simple automations expensive?
Usually not; notifications and reminders are often small pieces of work.
Can platform costs grow over time?
Yes, with volume. Estimating runs per month helps choose the right plan or platform.
Is documentation included in the cost?
Yes, as its own item, so each automation can be understood and maintained.
Does adding an AI step increase cost?
It adds design, testing and usage costs, so it is only included where interpretation is needed.
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