RPA Services: Save 20h/Week on Manual Tasks

Q: What if a system has no API?

We use web scraping (Selenium, Puppeteer) for legacy interfaces, and OCR for documents. Works for 90% of cases. For complex documents we combine OCR with LLM integration.

Q: Who maintains the automations?

Option 1: Handover with documentation. Option 2: Managed maintenance €500-€1,000/month (monitoring, fixes, adjustments).

Q: How much can I save in FTE equivalents?

A typical project saves 20h/week = 0.5 FTE. Valued at around €26,000 a year (at €25/hour). For complex processes: 1-2 FTE equivalents.

Q: Is my data secure?

With self-hosted n8n, your data never leaves your infrastructure. EU servers, verified GDPR compliance.

Q: How long until I see results?

First automation working in 2-4 weeks. Pays for itself in 2-4 months.

Q: Can I scale the automations?

Self-hosted n8n with unlimited executions. Same workflow processes 10 or 10,000 items at no extra cost.

We automate the repetitive work that takes up 20+ hours a week of your team's time (around 0.5 FTE) with n8n, Make and Python; it pays for itself in 2-4 months. Fewer copy errors between systems, EU servers and GDPR compliance.

Talk to an architect View Use Cases

2-4 mo Payback

01 · Systems Reads ERP, CRM and email
02 · Goal Plans the steps
03 · Proposal With the evidence
04 · Control A person approves
05 · Action Acts in your systems
06 · Log Everything is traced
Learns from every approval

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ISO 27001 Information security
ISO 42001 AI management system
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Since 2009 Software and AI engineering

In numbers

Automation Results

Real financial impact on clients.

-20h Hours/Week Average savings per project
~€26K Annual Savings Per typical project, at €25/hour
-95% Errors In automated processes, compared with manual work

Why

n8n, Make, Python Automation

Automation that pays for itself in 2-4 months

We don't use Zapier, which charges per task and gets expensive with volume. We implement self-hosted n8n with fixed cost of €50/month with unlimited executions. Your data never leaves your infrastructure. GDPR compliance verified. Python for complex cases requiring custom logic.

bots/invoice-processor.py

# RPA Invoice Processing

async def process_invoice(pdf_path):

data = await ocr.extract(pdf_path)

validated = schema.validate(data)

await erp.create_entry(validated)

await notify.send("Invoice processed")

return {"status": "ok", "id": validated.id}

-90% Time
-95% Errors
✓ 24/7

Definition

How to calculate automation ROI?

Formula: (Hours saved x Cost/hour x 52 weeks) - Development cost. If someone spends 20 h/week at €25/h = €26,000/year. A €5,000-8,000 automation pays for itself in 2-4 months.

What's included

Service Deliverables

What you receive with each automation.

Process audit for automation candidates
ROI calculation per process
Documented n8n/Make workflows
Real-time tracking dashboard
Configured error alerts
Technical documentation + training

Summary

Executive Summary

For leadership.

RPA automation takes over repetitive work that consumes 20+ hours weekly. Equivalent to freeing 0.5 FTE per project, with savings of around €26,000 a year (at €25/hour). Pays for itself in 2-4 months.

We use self-hosted n8n (unlike Zapier, which charges per task) with fixed cost of €50/month with unlimited executions. Your data never leaves your infrastructure. Verified GDPR compliance.

For the CTO

Technical Summary

For the CTO.

Architecture based on self-hosted n8n (Docker/Kubernetes) or Make depending on case. Integrations via REST API, webhooks, and scraping (Selenium/Puppeteer) for legacy systems without API.

Monitoring with Slack/Email alerts. Centralized logs. CI/CD for workflow versioning. Deployment on your cloud (AWS, GCP, Azure) or on-premise infrastructure. For large-scale data pipelines we combine it with data engineering.

Who it is for

Is It for You?

RPA has ROI if you automate +10h/week.

Who it's for

Teams with repetitive processes consuming more than 10h weekly.
Organizations with recurring human errors in data entry.
COOs seeking measurable OPEX reduction.
Companies with disparate systems (CRM, ERP, email) that don't communicate.

Who it's not for

Processes requiring complex human judgment at each step.
One-off automations (less than 5h/week savings).
Companies unable to document their current processes.

Key points

Processes We Automate

Use cases with proven ROI.

01
Data Entry and Sync

Data extraction from emails, PDFs, forms. Sync between CRM, ERP, tools. -15h/week.
02
Automated Reports

Daily/weekly reports without intervention. Aggregation from multiple sources. -8h/week.
03
Customer Onboarding

From form to CRM to welcome email. 2h → 2 minutes.
04
Invoicing and Collections

Automatic invoice generation, sending, reminders. -30% late payments.

How we work

Automation Process

From manual process to automated workflow.

01
Process Discovery

We identify candidates: repetitive, high volume, error-prone. Calculate ROI.
Week 1
02
Development and Testing

Workflow development in n8n/Make. Testing with real data. Exception handling.
Week 2-3
03
Deployment and Monitoring

Production deployment, error alerts, metrics dashboard. Handover or maintenance.
Week 4

Risks and how we cover them

Risks and Mitigation

We anticipate problems before they occur.

01
Third-party API changes

Mitigation
Change monitoring and alerts. Updates included in maintenance.
02
Variable data volume

Mitigation
Scalable architecture. Self-hosted n8n with unlimited executions.
03
Vendor dependency

Mitigation
Exportable and documented workflows. No vendor lock-in with self-hosted n8n.
04
Sensitive data

Mitigation
Self-hosted n8n on your infrastructure. Data never leaves your perimeter.

Technologies

Automation Technologies

Tools we master.

n8n
Make (Integromat)
Python
Selenium
Puppeteer
OpenAI API
Google Workspace
Microsoft 365
HubSpot
Salesforce

The proof

Why Kiwop for RPA

We don't sell software licenses. We've been implementing technology that reduces operational costs measurably since 2009. And we run it in-house: Nexo, our own platform, runs automations and AI agents 24/7 in production. Automation with demonstrable ROI, not endless pilot projects.

17 Years of Experience
26 Typical Annual Savings (€K)
2-4 Payback (Months)

What's included

What Each RPA Project Includes

Scalable solutions with demonstrable ROI.

Simple automation: 1-2 systems with n8n or Make
Complex workflows: multiple systems with advanced integrations
Optional managed maintenance: €500-€1,000/month, billed separately
Typical ROI: pays for itself in 2-4 months

Sources

Sources for the Figures on This Page

Where the tool data and case studies we cite come from. The rest are estimates based on our experience. Accessed 26 September 2026.

n8n, Sustainable Use License (official documentation) n8n license: allows internal use and self-hosting, and restricts reselling n8n as a service.
Zapier, pricing page Each plan includes a monthly task allowance; every completed action uses one (the trigger, failed steps and tools such as Filter or Formatter do not count).
Case study: Nexo Kiwop’s own platform, running automations and AI agents 24/7 in production.
Regulation (EU) 2016/679 (GDPR), EUR-Lex Official data protection text.

FAQ

Executive Questions

What COOs ask.

n8n, Make, or Zapier?

Zapier: easy but expensive at scale. Make: good balance. n8n: source-available and self-hostable (its licence limits commercial resale), maximum control. We recommend n8n for B2B with self-hosting on EU servers. And when a custom AI agent is the better fit: n8n vs Make vs a custom AI agent.

What if a system has no API?

We use web scraping (Selenium, Puppeteer) for legacy interfaces, and OCR for documents. Works for 90% of cases. For complex documents we combine OCR with LLM integration.

Who maintains the automations?

Option 1: Handover with documentation. Option 2: Managed maintenance €500-€1,000/month (monitoring, fixes, adjustments).

How much can I save in FTE equivalents?

A typical project saves 20h/week = 0.5 FTE. Valued at around €26,000 a year (at €25/hour). For complex processes: 1-2 FTE equivalents.

Is my data secure?

With self-hosted n8n, your data never leaves your infrastructure. EU servers, verified GDPR compliance.

What processes CAN'T be automated?

Processes with complex human judgment, negotiation, or genuine creativity. But even these benefit from partial automation; and when a process requires reasoning, an AI agent goes where RPA can't.

How long until I see results?

First automation working in 2-4 weeks. Pays for itself in 2-4 months.

Can I scale the automations?

Self-hosted n8n with unlimited executions. Same workflow processes 10 or 10,000 items at no extra cost.

Next step