How Much Does AI Automation Cost? Prices, Cost Components and a Worked Example
How much does AI automation really cost? Real prices for AI agents, every cost component, a worked ROI example and funding options in Bavaria, Germany.
AI for tax advisors
Less chasing clients.More time for advice.
In a tax firm, AI pays off most in the routine work around clients: requesting and chasing documents, pre-sorting receipts, preparing the inbox and answering questions from your firm's own knowledge. We build AI agents for this, connected to DATEV, Outlook and your file storage, and train your team to use AI safely.
Typical workflows
What we automatein tax firms.
These workflows eat up time in almost every tax firm and are a good fit for an AI agent. Which one pays off first for you is what we work out in the intro call.
Request and chase documents
The agent compares checklists for annual accounts or income tax returns with what has arrived, writes to clients, sends reminders on fixed rules and reports when everything is complete.
Pre-sort the firm inbox
Incoming emails are matched to the right client and team, attachments are filed, simple questions are answered and replies are drafted for approval.
Email automationStructure incoming receipts
Receipts from email, upload or scan are recognised, sorted by type, renamed and passed to the right place, so bookkeeping starts with clean data.
AI document processingKeep deadlines in view
The agent reads tax assessments and letters, suggests follow-up dates and reminds the team. Deadline control stays your responsibility; the agent saves you the searching and typing.
Knowledge assistant for the firm
Work instructions, client agreements and template letters become searchable. The team asks in plain language and gets answers with a source.
Custom softwareThe firm's own supplier invoices
Your own admin counts too: the firm's invoices are read, checked and prepared for booking.
AI invoice processing
Example calculation
Documents for one set of accounts,requested twice.
How the same workflow can look today and with a digital colleague. The times are assumptions for a typical engagement.
Today, by hand
- Compare checklist with what arrived5 min
- Email the client about missing items5 min
- Follow up a week later5 min
- Match and file what comes in5 min
per engagement20 min
With a digital colleague
- Compare, write, remind, fileautomatic
- Approve the draft, sort out exceptions2 min
per engagement≈ 2 min
Example calculation: with 200 sets of accounts per season, that is around 60 hours less chasing. We measure your real numbers in the pilot.
Confidentiality & data protection
Client data staysprotected.
Tax advisors in Germany are bound by professional secrecy. Under Section 203 of the German Criminal Code (StGB), disclosing client secrets without authorisation is a criminal offence. External service providers who contribute to the firm's work may only learn secrets as far as their task requires, and they must be bound to confidentiality.
The Tax Advisory Act spells this out in Section 62a StBerG: service providers must be chosen carefully, the contract must be in text form, include a confidentiality obligation and point out the criminal consequences. If a service directly serves a single engagement, the client's consent may also be required. The GDPR continues to apply alongside this.
In practice, this is how we work:
- We sign a confidentiality undertaking under Section 62a StBerG and a data processing agreement under the GDPR.
- We agree with you which data the agent may see, and give it only what the workflow needs.
- We choose AI models and hosting so that data is not used for training, preferably within the EU.
- Every step is logged. A person approves drafts to clients if you want that.
This does not replace a review by your data protection officer or your chamber. More background is in our article on AI and data protection.
Training
A team that uses AIsafely.
Many firms already use AI, often without shared rules. In a workshop we clarify what is allowed with client data, how to get good results and where AI genuinely helps in day-to-day work. It also covers the AI literacy duty under Article 4 of the EU AI Act.
- Half day €2,750, full day €4,950, on site or online
- Exercises with real tasks: client letters, research, summaries
- Your own AI rules for the firm, with a certificate of attendance
Integrations
Works with your firm's software.
The agent works inside the programs you already use. What gets connected depends on your specific workflow.
- DATEV
- Outlook
- Microsoft Teams
- SharePoint
- Google Drive
- and other systems with an interface
Process & pricing
From the first callto your first agent.
Step 1
30 min · freeIntro call
We look at your firm's workflows and show where an agent will make a noticeable difference first.
Step 2
2 to 4 weeks · from €2,500Pilot
We build the first agent for a real workflow, such as chasing documents, and measure the time saved.
Step 3
ongoing · from €250 / monthOperation
The agent runs in daily work. We monitor it, improve it and add further workflows.
All prices net, plus VAT.
Guides
More on this topicfrom our blog.
AI Agent vs. RPA: Which Fits Which Process?
AI agent vs. RPA: what is the difference, when does each fit and how do you combine them? With a comparison table, decision guide and how Zapier fits in.
AI Data Analysis in Business: From Data Silos to Better Decisions
How AI cleans, connects and clearly analyses scattered company data, and which steps you need to get started.
Frequently asked questions
What can AI actually take over in a tax firm?
Mostly routine work around clients: requesting and chasing documents, pre-sorting emails and receipts, suggesting follow-up dates and answering questions from the firm's knowledge. Professional judgement and responsibility stay with you.
Does it work with DATEV?
Yes, we connect DATEV, as well as Outlook, Teams and your file storage. Which interface fits your workflow is something we check in the intro call. If you already use AI features in your firm software, we build on them instead of duplicating them.
Is AI compatible with professional secrecy?
Yes, if the rules are followed. Under Section 62a StBerG, firms may involve service providers that are carefully selected and bound to confidentiality in text form. Add a GDPR data processing agreement and clear rules on which data the AI may see. If in doubt, check with your data protection officer.
Does the AI write to clients on its own?
Only if you want it to. Usually the agent prepares drafts and a person approves them with one click. Simple reminders on fixed rules can later run automatically.
What does an AI agent for a tax firm cost?
A pilot for one workflow starts at €2,500, ongoing operation at €250 per month. Workshops cost €2,750 for a half day and €4,950 for a full day. All prices net, plus VAT.
Does our staff need training?
Under Article 4 of the EU AI Act, firms using AI must promote AI literacy among their staff. A workshop with a certificate of attendance is the easiest way there. Details are in our article on AI training requirements.
