What the estimate actually consists of
The good news: there are only four parts. The bad news: each one can balloon if you don't understand what you're paying for.
| Part | What's included | Price range |
|---|---|---|
| Analysis and blueprint | Process breakdown, description of what's being automated | 0-150€ |
| Development | Bot, scenarios, logic, interface | from 250€ |
| Integrations | Connecting spreadsheets, CRM, payments, inventory | from 100€ per connection |
| Support | Fixes, issues, refinements after launch | 0-50€ per month |
That's the whole secret. When someone quotes you "the price of automation," ask which of these four parts it includes.
Why the same task gets quoted at 400€ and 2000€
Because "automating lead intake" can mean two different things. In the first case: the bot accepts a request and sends it to you on Telegram. In the second: the bot qualifies the client, checks them in the CRM, assigns a task to a manager, sends the client a contract, reminds them about payment, and rolls it all into a report.
The functions sound similar, but the scope of work differs several times over. So the honest answer to "how much does it cost" always starts with "what exactly do you need."
The payback formula, using your own numbers
The math is simple. Take three figures:
- How many inquiries per month (calls, messages, requests).
- What percentage is lost: unanswered, forgotten, answered too late.
- Average order value.
Formula: inquiries × loss percentage × average order value = monthly losses.
Example. 200 inquiries, 15% lost, average order value 80€. Losses: 200 × 0.15 × 80 = 2400€ per month. Automation costing 700€, which recovers even a third of what's lost, pays for itself in about a month.
Important: you should calculate losses, not revenue. Automation doesn't bring in new clients — it stops you from losing the ones who already came.
How to calculate it if you don't have any numbers
A common situation: the business is running, but there's no data. In that case, keep it simple. Take one week and count by hand: how many messages came in, how many went unanswered, how many replies took longer than an hour, how many clients didn't come back. It'll take an hour, but it gives you a real picture and a baseline to measure results against later.
What to automate first on a limited budget
- First response and lead intake. From 400€. The fastest payoff.
- Client reminders. Often included in the first item. Directly cuts losses.
- Collecting requests in one place. So nothing gets lost between channels.
- Reports and internal routine. Once money has stopped leaking out.
How to avoid overpaying
- Don't automate chaos. Describe the process in words first, then automate it. Otherwise the bot just speeds up the mess.
- Don't buy a large system right away. Start with one small working step and measure the result.
- Don't pay for "future" features. Pay for what you need now. Add the rest when the need actually shows up.
- Measure the result. If you don't measure before and after, you won't know whether it paid off.
Bottom line
Automation starts at 400€ and pays off wherever you're actually losing leads. If the losses are small, you don't need automation, and an honest contractor will tell you so. If the losses are large, we're not talking about tens of euros — we're talking hundreds per month.
Want to calculate it for your own numbers? Message me on Telegram and we'll work it out together. It's free and no strings attached.
Want a payback calculation for your business?
Give me a couple of numbers: how many requests per month and their average order value. I'll calculate what you're losing now and how quickly automation will pay for itself.
Frequently asked questions
Is automation expensive?
It starts at 400€ for a basic lead-intake setup. Focus on losses, not price: if you're losing 2000€ a month, automation pays off fast. If you're not losing anything, you don't need it.
Can I calculate the payback in advance?
Yes, using the formula: inquiries × loss percentage × average order value. You only need three figures. If you don't have exact data, take a week and count it by hand — that's enough to make a decision.
What if the automation doesn't work?
Start with one small step: first response and lead intake. It's cheap and shows results right away. If it doesn't work out, you've lost a small amount, not the whole budget. Larger projects only launch after a confirmed result.
How long does implementation take?
A basic lead-intake setup — 3-7 days. A version with integrations, reminders, and reports — 2-4 weeks. The timeline depends not only on development but on how quickly you provide access and information.
Do I need to pay for support every month?
Usually not. Hosting costs next to nothing, and fixes are made as needed. Many projects run for months without any intervention. A monthly subscription is only needed where volume is high and processes change regularly.