Short answer: the cost of implementing AI in a small business depends on scope, available data, integrations and maintenance. A good practice is to start with a narrow pilot and decide the later investment from measured results.
Why there is no single figure
An assistant that answers questions from internal documentation is nothing like a system that reads invoices and loads them into the ERP. So be wary of anyone offering a fixed price without knowing your processes and your data.
What the cost is made of
- Analysis and design: understanding the process and defining scope and metrics.
- Data preparation: tidying, cleaning and giving secure access to information.
- Development and integration: connecting with CRM, ERP, email or other tools.
- AI model usage: usually paid by volume of use.
- Testing and supervision: evaluating quality and tuning during the pilot.
- Maintenance and improvement: processes and models change.
- Team training and change management.
Three common approaches
| Approach | What it is for | Keep in mind |
|---|---|---|
| Off-the-shelf tools | General tasks: drafting, summarising, transcribing. | Little integration; check privacy and terms of use. |
| No-code automation | Simple flows between well-known apps. | Falls short with complex logic or sensitive data. |
| Bespoke development | Your own processes with integrations and control. | Higher upfront investment; better fit and ownership. |
How to decide the investment
- Calculate the current cost of the process (time, errors, delays).
- Define a measurable goal: for example, cut the time per task or the error rate.
- Commission a narrow pilot with a limited budget.
- With the pilot’s data, decide whether to scale, adjust or stop.
Grants and funding
Public digitalisation programmes exist for small businesses (for example Kit Digital in Spain, or digital grants through Ireland’s Local Enterprise Offices, plus regional and EU programmes). Conditions, deadlines and amounts change: always check the current call and confirm your project fits before counting on them.
Red flags when hiring
- Promises of savings without analysing your processes.
- No pilot or metrics.
- Total dependence on one provider with no documentation or access to your data.
- Nothing about data protection or security.
Frequently asked questions
Does a small business need its own AI?
Not necessarily. Many companies get value by combining existing models with their own data and processes, without training anything from scratch.
Is it a flat fee or pay-per-use?
There is usually a project part and a recurring one: model usage, hosting and maintenance. Ask for the breakdown in writing.
What happens if I change provider?
It is wise to agree from the start on handover of code, documentation and access, so you are not locked in.
At IGLOBALIA we start with a diagnosis and a narrow pilot. See the applied AI agency or ask for a proposal.
