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That’s the first question people ask me during meetings, and often before I’ve even had a chance to understand their needs: “Samir, how much does an AI project cost?” My honest answer is that the question is poorly phrased. Not out of ill will, but because the term “AI” encompasses at least four very different levels of projects, with budgets ranging from €5 per month per user to over €150,000 for the first version.
Asking how much "an AI project" costs is like asking how much "a vehicle" costs: the answer makes no sense unless you specify whether you're looking for a bicycle, a car, or a truck.
In this article, I’ll share four actual price ranges, along with the specific scenarios they’re based on. All figures come from our projects at IT Systèmes, presented in executive webinars. These are indicative ranges: the final price always depends on the exact scope, which we determine during a workshop. But these ballpark figures already give you an idea of whether you’re looking at a €5,000 project or a €150,000 project, and that’s often what helps break the deadlock in decision-making.
The 4-level scale (and their ranges)
Before going into detail, here is an overview. Four levels of projects, four orders of magnitude, four approaches.
Estimated price ranges — IT Systèmes 2026 data. The final price depends on the exact scope of work and is determined during a workshop.
This grid directly corresponds to the three levels of AI projects that I have already detailed in another article; Level 4 is a category we’ve added here because it pertains to fully customized solutions and warrants its own pricing structure. We go into detail about the budgets below.
Level 1 — AI Proxy: Host Shadow AI starting at €5/month
The problem it solves
Your employees are already using ChatGPT, Claude, Gemini, or Copilot—on their work computers, on their personal phones, and sometimes by pasting snippets of contracts or customer emails without even thinking about it. This is what’s known as “Shadow AI ”: AI that’s present throughout the company, without any framework, policy, or oversight. It has become the norm in most organizations.
You have two bad options and one good one. Block access: people will just switch to 4G on their phones and carry on. Open everything up without oversight: you take a major legal risk, with no way to track what’s coming in and out. The right option is to provide governed access: a single interface to AI services on the market, hosted in France, that anonymizes sensitive data before sending it and logs all requests.
The rate
Starting at €5 (excl. tax) per user per month, with a one- time setup fee of €1,800 (excl. tax). This is our AI Proxy solution: access to Claude, GPT, Gemini, and Copilot through a single interface, 100% hosting in France, and automatic detection and masking of sensitive data before it leaves the company.
At this price point, the question isn’t “Can I afford it?” but “Can I afford not to?” A well-defined AI usage policy costs less than a single data breach incident.
Level 2 — Copilot Audit: €1,500 to find out if you're ready
The problem it solves
You want to deploy Microsoft 365 Copilot. Great. First, keep this in mind: Copilot doesn’t create new access points; it reveals the ones that already exist. If your SharePoint contains folders shared with "Everyone," if your Teams sites host sensitive content with misconfigured inherited permissions, or if anonymous sharing links are left on HR or sales files, Copilot will bring all of that to the surface and make it searchable by any employee.
Many companies deploy Copilot, discover the issue in production, and then spend the next few months putting out fires. An audit beforehand prevents that from happening.
The rate
€1,500 (excluding tax), flat rate per day. A one-day non-intrusive, read-only assessment covering 5 key areas and 40 control rules (based on Microsoft Zero Trust and CIS M365 Benchmark frameworks). You’ll receive three deliverables: a detailed Word report, a prioritized Excel action plan, and a PowerPoint summary for senior management.
This isn't an AI investment per se; it's a guarantee that you're launching Copilot on a solid foundation. It's also a necessary step before you can claim compliance with any regulations.
Level 3 — Custom AI Agent: starting at €5,000 for a targeted module
The problem it solves
You have a time-consuming business process: an overwhelmed Level 1 help desk, repetitive accounting requests, RFPs to draft, and a customer service team that can’t keep up. You want to automate, but neither a generic Copilot nor a basic chatbot will do: you need something that understands your data and business rules and can operate within your information system.
This is where custom AI agents come into play: a combination of large language models (LLMs), data-driven search (RAG), your business rules, and integration with your IT systems. This is the level where, in the vast majority of cases, value is realized most quickly for small and medium-sized businesses.
The rate
Starting at €5,000 (excluding tax) for a targeted module. A module refers to a specific use case: an AI helpdesk agent that responds to Level 1 tickets regarding passwords, an agent that qualifies incoming leads on your website, or an agent that drafts responses to RFPs based on your database. The price then increases based on the number of modules, the complexity of the system to be integrated, and the quality of the initial knowledge base.
Two concrete examples, with figures
HelpyBot, our in-house AI helpdesk agent. We tested it on our internal IT operations before offering it to our clients. Before: 270 hours of Level 1 support per month, 15 technicians overwhelmed by repetitive questions, and recurring system overload. After 11 months in production: 141 hours per month, saving 129 hours each month. 65% of tickets are resolved autonomously. The cost per ticket has dropped to 26 cents, compared to €15–30 in the industry. Zero layoffs—just 9–10 technicians redeployed to handle actual incidents and client projects. The full case study is available here.
Our POC on RFP responses. It used to take us four days to prepare the technical proposal for an RFP. With the agent leveraging our previously successful RFPs, we’ve cut that time to two hours. The direct result: a 40% increase in proposals submitted and a 22% increase in revenue within the relevant scope. No layoffs—just a more efficient use of sales time.
In both cases, the return on investment is measured in months, not years. That’s what makes Level 3 so profitable: the ratio between its cost and the time it takes to pay for itself.
Level 4 — Advanced Development: €30,000 to €150,000 for your business software
The problem it solves
You have a core business function that no standard SaaS solution adequately addresses. You’re cobbling together solutions in Excel, or using a generic tool that’s ill-suited to your needs and wastes your time every day. This is your unique selling point— the 20% that truly sets you apart from your competitors—and it’s precisely where off-the-shelf tools fall short.
Historically, having custom software developed for that 20% would cost you €150,000 to €500,000 over 12 to 18 months. This was out of reach for most small and medium-sized businesses. AI has broken down this barrier: today, we can build the same software for €30,000 to €150,000 in 30 to 90 days. The difference lies in our HyperSense method: we capture your business processes directly from your existing software and files, eliminating the specification workshops that used to consume the bulk of the budget and time.
The rate
€30,000 to €150,000 (excluding tax) for the initial version, depending on the complexity of the business and the scope of the project. Once the initial version is delivered, you own the code, you manage the hosting, and future updates are handled independently: you are no longer dependent on a SaaS provider.
A real-world example: Obeevi
Obeevi is a video agency we worked with. Before: tracking in Excel, scattered information, forgotten follow-ups, and standard SaaS CRMs ill-suited to the video industry. After hyperdevelopment: a custom CRM integrating video production stages, delivered in 22 days from scoping to launch. Code owned by Obeevi, self-managed hosting, autonomous evolution. What would have taken 6 months of specification workshops with a traditional approach was scoped in just a few days thanks to HyperSense.
Why am I sharing these rates publicly?
Many digital agencies don’t list their prices. This is a strategic choice: maintaining a lack of transparency so they can tailor quotes to each client based on their perceived budget. I understand the logic, but it only works if the client leaves frustrated and wastes weeks comparing proposals that are impossible to compare.
I prefer to provide clear price ranges up front, so you know we’re on the same page even before we meet. If you have a budget of €8,000, you’ll know right away that you’re looking at a targeted Level 3 solution, not a Hyperdevelopment project. If what you actually need is a Level 1 solution at €5 per user per month, I’ll tell you. And that’s exactly what we do in 4 out of 10 cases: we say no to custom solutions because there’s a simpler, cheaper option available.
The actual figure, however, always depends on your specific situation. That’s something we calculate together in a workshop, not in a blog post.
How much will your project actually cost?
To get a quick sense of where you stand, three questions are all it takes.
Do you want to provide guidance on how your teams are already using ChatGPT and other consumer-grade AI tools? You’re at Level 1. Pricing: starting at €5 per user per month. Get started in just a few days.
Are you looking to deploy Microsoft 365 Copilot and ensure it’s safe for your data? You’re at Level 2. Budget: €1,500 for the audit, plus the cost of Copilot licenses (around $21 per user per month in 2026, based on Microsoft pricing for organizations with fewer than 300 employees).
Are you looking to automate a specific business process (support, sales, HR, accounting, etc.)? You’re at Level 3. Budget: starting at €5,000 for a targeted module. Time to go live: 4 to 12 weeks. For IT support specifically, see our comprehensive help desk guide.
Are you looking to replace existing business software or build a solution that isn’t available on the market? You’re at Level 4. Budget: €30,000 to €150,000 for the first version. Timeline: 30 to 90 days using our method.
If you're torn between two levels, the right choice is probably the lower of the two. You can always increase the complexity later, as the value becomes clear. Starting out too ambitiously is the surest way to derail a project.
The Essentials
How much does an AI project cost? Between €5 per month and €150,000 for the first version, depending on the scope. The four price ranges I just mentioned cover 95% of the cases we encounter.
What these prices really show is that the economic barrier to custom solutions has been broken. In the past, specialized software or an AI agent was out of reach for most small and medium-sized businesses. Today, a targeted module starts at €5,000, and a complete software package in its initial version costs less than €150,000. The question is no longer “can I afford it” or “can’t I afford it.” It’s “where are my real bottlenecks, and how much does inaction cost me.”
Frequently asked questions
How much does an AI agent cost for an SME?
It all depends on what you mean by "AI agent." For basic support in using consumer-grade AI tools like ChatGPT: starting at €5 per user per month. For a fully customized AI agent connected to your data that performs actions within your IT system: starting at €5,000 for a targeted module. For a complete business software solution including AI: €30,000 to €150,000 for the initial release. The determining factor isn’t the size of your company; it’s the nature of your needs.
Why is there such a big difference between €5,000 and €150,000?
Because we’re not talking about the same thing. For €5,000, you’re buying a module: an agent that performs a specific task (responding to simple tickets, qualifying leads, etc.), integrated with your existing IT system. For €150,000, you build a complete, custom-made business application: your digitized core business, with your own code, your own hosting, and your own independent updates. That’s the difference between buying a feature and building an asset.
Are there any recurring fees in addition to the setup fee?
Yes, mainly two areas. First, the use of AI models (Claude, GPT, Gemini, Mistral, etc.) billed on a pay-as-you-go basis: this is generally a marginal but very real cost that we always factor into the initial quote. Second, hosting, monitoring, and maintenance, depending on whether you manage it yourself or entrust the operation to us. On HelpyBot, for example, the cost per resolved ticket is 26 cents, which includes everything.
How long does it take to see a return on investment?
At Level 3 (custom agent), the return on investment is measured in months, not years. Based on our own internal data: HelpyBot reduced our support hours from 270 to 141 per month—a savings of 129 hours each month—so the investment pays for itself quickly. For the AO POC, there was a 40% increase in proposals sent and a 22% increase in revenue within the scope. At Level 4 (hyper-development), ROI depends on how critical the software is to your business: it rarely takes just a few months, but it’s always viewed as a long-term asset you own.
Do you need a separate budget for the cloud, hardware, or licenses?
For Level 1 (AI Proxy), everything is included in the package: no hardware or cloud licenses are required. For Level 2 (Copilot Audit), you’ll of course need Microsoft 365 Copilot licenses in addition (around $21 per user per month for organizations with fewer than 300 employees). For Level 3, we leverage your existing infrastructure whenever possible, or we include hosting in the package. For Level 4, hosting is included in the quote and remains under your control.
Can we start small and expand later?
In fact, that’s what we recommend in almost all cases. Start with a Level 3 focused on a single use case, measure the value over a few months, and then scale up once trust has been established. Starting directly with an ambitious Level 4 without having proven value on a smaller scale is the surest way to derail a project and lose the teams’ confidence.
How do I know if I don't need an AI project at all?
I’ll tell you this: in 4 out of 10 meetings, I turn down custom solutions. Either because an off-the-shelf tool is sufficient (Level 1 or Copilot), or because the need isn’t fully developed yet, or because the organization isn’t ready to embrace the change. AI amplifies your strengths but exposes your weaknesses: if you’re not ready to make changes to the organization, it’s better to put the project on hold.
The next step
If you want to assess your needs across the four levels and get a rough estimate tailored to your specific situation, that’s exactly what we do in the Cap-IA workshop: a four-hour session at your office or via video conference, with a senior consultant and me. At the end, you’ll walk away with your positioning on the four levels of AI maturity, a shortlist of two to three concrete projects to launch within 90 days, an estimate of the expected ROI, and an honest recommendation on the question: build it yourself, buy it as SaaS, or entrust the project to us.
Request a Cap-IA workshop 4 hours · with Samir AMARA and a senior consultant
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