“What does it cost?” is usually the first question in the initial call. The honest answer: it depends on what is being automated. So that you can estimate in advance what to expect, we explain here what the costs consist of and how to work out for yourself when an automation pays for itself.
The three cost blocks
1. One-off implementation
This is the biggest item: understanding the workflow, building, testing, documenting and handing it over. What determines the effort:
- Number of systems involved. A form and a CRM are connected faster than a CRM, accounting, inbox and AI.
- Special cases. Duplicates, partial invoices, missing details. These often involve more work than the workflow itself.
- Data quality. Is the existing data clean, or does it need tidying up first?
- Data protection and operating requirements. Your own server in Germany requires a one-off setup.
2. Ongoing tool costs
With Zapier and other cloud services you pay monthly, depending on the number of executions. With n8n on your own server you pay for the server, which for many companies comes to a few euros a month, and no fee per execution.
3. Ongoing support
Systems change: providers update interfaces, fields are added in the CRM. Ongoing support makes sure workflows keep running. It is optional, but sensible for business-critical workflows.
When does it pay off?
The simplest calculation: how many hours does the automation save per week, what does an hour of working time cost you, and what are the project costs? Try it out:
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Annual saving: – based on 46 working weeks, minus ongoing costs.
The values in the calculator are examples to play with, not a price quote. You will receive a fixed-price quote after the initial call.
The time calculator on our AI page estimates how many hours are tied up in your routine tasks. In our experience, automation clients save 6 to 10 hours per week on average.
What does not belong in the calculation, but matters
- Faster response: An enquiry that is confirmed within seconds is less likely to go elsewhere.
- Fewer errors: No transposed digits in addresses and totals.
- Less dependency: Workflows keep running even when the one person who ‘knows how it works’ is on holiday.
FAQ
Are there flat-rate prices?
For clearly defined workflows, yes. After the initial call you receive a written quote with a fixed price, so you know where you stand beforehand.
What does running it cost per month?
That depends on the tool. With n8n on your own server, there are server costs, often just a few euros, plus optional ongoing support. With cloud tools such as Zapier, costs depend on the number of executions.
Is funding available?
Depending on the federal state and programme, digitalisation projects are eligible for funding. You should check whether a programme fits before placing the order, because many grants require an application before the project starts.
