What determines the price of an AI automation
Two projects that both "automate invoices" can cost very different amounts. These are the factors that weigh most:
- Number of processes and steps. Moving a form into the CRM is not the same as reading invoices, reconciling them with the bank and flagging unpaid ones.
- Tools that need connecting. Apps with a good API integrate quickly; older ones or those with no direct connection take more work.
- The role of AI. Classifying an email is simple; an AI agent that talks to customers and acts in your systems needs design, testing and supervision.
- Data quality. If information is messy or scattered, it has to be put in order first.
- Privacy requirements. Your own servers, models hosted in the European Union or GDPR documentation add work, and they are necessary when sensitive data is involved.
Guide prices in the Spanish market
These ranges reflect prices published by agencies and consultants in Spain in 2026. They are a reference so you know what to expect, not a fixed rate:
| Type of project | Guide initial investment | Typical timeframe |
|---|---|---|
| Simple automation between two tools | A few hundred euros | Days |
| Process assessment with an automation plan | From a few hundred up to €1,500 | 1–2 weeks |
| Freelancer or micro-business: several AI automations | €2,500 – €5,000 | 3–4 weeks |
| Back-office automation (invoices, documents) with AI | €5,000 – €12,000 | 4–6 weeks |
| AI agent for customer service or sales | €5,000 – €15,000 | 4–6 weeks |
Monthly costs to bear in mind
- Automation platform. n8n can be hosted on your own server at a very low cost; Make and Zapier charge by volume of operations or tasks. We compare them in n8n, Make or Zapier: which to choose.
- AI model usage. You pay for consumption and, for most SMEs, it comes to a few euros or a few tens of euros a month.
- Maintenance and improvements. Tools change and workflows need adjusting. Typical maintenance runs from around €200 to €800 a month, depending on the number of automations.
How to work out whether it pays off
Use this simple formula:
Monthly saving = hours saved per month × hourly cost of the person who did the task
If someone spends 25 hours a month entering data and they cost the company €20 an hour, the saving is €500 a month. A €3,000 project would pay for itself in about six months, without counting fewer errors or faster replies to customers.
That’s why at Mavagna we start with an assessment: we measure the real hours each task takes and propose first whatever pays for itself soonest. You can request it here.
How to reduce the cost
- Start with a single process with high volume and low risk.
- Make the most of the tools you already pay for before taking on new ones.
- Choose a platform that doesn’t get more expensive as volume grows.
- Ask for a fixed-price quote with measurable goals.
If you want ideas on where to start, take a look at the 12 processes most often automated with AI.