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.
Intelligent document processing
PDFs and scansturned into clean data.
An AI agent reads delivery notes, orders, contracts, forms and applications, recognises the document type and extracts the fields that matter. It checks them against your systems and files everything in the right place. Unlike classic OCR, it understands what the document says.
OCR or AI?
Reading text is notunderstanding a document.
OCR turns an image into text. Intelligent document processing (IDP) with AI turns that text into usable data. The difference on the same delivery note:
Classic OCR
- Converts the image into raw text
- Needs a fixed template per layout
- Breaks on new supplier formats
- Usually ignores handwritten notes
- Does not know what each field means
ResultText to retype
AI document processing
- Recognises document type and structure itself
- Handles new layouts without a template
- Reads tables, stamps and notes
- Maps fields to their meaning
- Checks against your data and flags differences
ResultData in your system
For scanned pages, AI also uses text recognition. The value comes in the step after: understanding, mapping, checking.
Document types
Documentsthe agent reads.
Delivery notes
Items, quantities, batches and notes. Matched with the purchase order and booked as goods receipt.
Orders
From PDF, Excel or email text. Customer item numbers are mapped to your own items.
Contracts
Parties, terms, notice periods and key clauses. Deadlines go straight into the calendar.
Forms and applications
Completed forms, handwritten ones too, become records. Missing mandatory fields are reported.
Job applications
CVs and references are captured in a structured way and linked to the candidate profile. Your team always makes the selection.
AI in recruitingInvoices
Incoming invoices have their own workflow with account coding and DATEV handover.
AI invoice processing
How it works
Five stepsfrom document to record.
1
Capture
Documents arrive by email, scanner, upload or from a folder. Phone photos work too.
2
Classify
The agent recognises whether it is a delivery note, a contract or a form, and picks the right workflow.
3
Extract
The defined fields are read and given a confidence score. Uncertain values are flagged.
4
Check
Values are checked against ERP, CRM or master data. If something does not fit, the case goes to you.
5
File and hand over
The document is named and filed in SharePoint or your DMS, and the data goes to the target system.
Filing
Every documentin the right place.
Most time is not lost reading, but searching. The agent names files by your rules, puts them in the right folder and tags them. So you find a contract or delivery note later by customer, date or order number.
- Consistent file names, for example Customer_DocType_Date
- Filed in SharePoint, Google Drive or your DMS
- Linked to the record in your ERP or CRM
- Log of who checked and approved what, and when
Integrations
Filing and handoverinto your systems.
- SharePoint
- Google Drive
- Outlook
- Microsoft Teams
- SAP
- DATEV
- and any DMS or ERP with an interface
Process & pricing
Your first document typein a few weeks.
Step 1
30 min · freeIntro call
Show us a few real documents. We tell you which document type pays off first.
Step 2
2 to 4 weeks · from €2,500Pilot
We build the agent for that document type and measure accuracy and time saved.
Step 3
ongoing · from €250 / monthOperation
The agent processes your documents day to day. More document types are added step by step.
All prices net, plus VAT.
Guides
Read more
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 does AI document processing cost?
A pilot for one document type starts at €2,500, ongoing operation at €250 a month. We give you the exact price after the intro call, once we know documents, volumes and target systems. All prices net, plus VAT.
What is the difference between OCR and AI?
OCR recognises characters and delivers raw text. AI also understands what a value means, for example that a number is the delivered quantity, and handles new layouts without fixed templates. That is why it works with documents every supplier designs differently.
How accurate is the extraction?
It depends on the document type and scan quality. That is why we measure accuracy in the pilot with your real documents. Every value gets a confidence score, and a person checks uncertain ones.
What happens with poor scans or missing information?
The agent flags unreadable or missing fields and sends the document to the responsible person with a note. Nothing is guessed and nothing is taken over unchecked. Every step is logged.
Is it GDPR-compliant, especially for applications and contracts?
Yes. We implement in line with GDPR and agree together which data the agent may see, where it is processed and how long it is stored. More in our article on AI and data protection.
From what volume does it pay off?
As an example calculation: at 200 delivery notes a week and three minutes of typing and checking each, that is ten hours a week. It can pay off at much smaller volumes if the documents are long or error-prone.
Can emails with attachments be processed too?
Yes. The agent can work straight from the inbox and evaluate the email and attachment together. More under AI email automation.
