Many small and medium-sized enterprises (SMEs) still process documents manually. Human workers review documents and fees, extract information, and analyse them. However, beneath the surface, this approach carries many hidden costs that can strain your budget and limit your company’s growth.
Let’s break down these hidden expenses and compare them directly to AI-powered solutions like Nobel RPA.
Salaries, benefits, and medical leave
Hiring human workers means more than just paying a salary. Companies must also cover social benefits such as health insurance, pension contributions, and paid vacation days. To maintain a reputation as a good employer, many businesses offer additional perks like extra holidays, pleasant office environments, and more.
Another cost is related to employee illness: companies continue paying salaries during medical leaves without receiving any productivity in return. Even small talk and daily distractions can quietly erode efficiency.
By contrast, AI works 24/7 without interruptions, sick days, or holidays, thus reducing the risk of unpredictable slowdowns.
Hardware and office costs
Employees require more than just a desk and a chair. Companies must invest in laptops, monitors, keyboards, headsets, and stable internet connections for every worker – whether working in-office or remotely. Adding the cost of renting office space or providing home office equipment, the total cost of maintaining a manual workforce quickly becomes significant.
AI-powered platforms require no office space, desks, or major hardware investments on your side.
Software and licensing fees
Beyond physical equipment, modern work environments depend heavily on various software licenses. From document editing tools and email services to cloud storage and cybersecurity solutions, the list is long – and costs add up quickly. Many of these services require monthly payments, further contributing to hidden costs.
In comparison, AI tools designed specifically for SMEs bundle essential services into a simple subscription, offering clearer and more predictable pricing.
Onboarding and scaling costs
Onboarding new employees is another hidden cost that businesses often overlook. It takes time and resources to train new hires. Existing employees must assist with training, diverting time away from their own tasks. Moreover, it often takes months for new employees to reach full productivity. As a result, scaling up requires significant resources and careful planning.
AI solutions, however, are ready from day one: no onboarding, no long learning curves, making business scaling far easier and more efficient.
The real cost of human error
Fatigue, distractions, and human mistakes are inevitable in manual processing, leading to costly errors, reputational damage, or even compliance risks. In sectors like finance, a single error can cause serious damage, requiring additional time and money to correct.
While AI isn’t completely infallible, it consistently minimizes costly oversights and maintains steady performance.
Smarter investment with AI
Of course, AI has its own limitations and could never cover certain areas where human workers excel. However, when it comes to the repetitive tasks of document processing, AI’s advantages are clear compared to the extensive hidden costs of a human workforce. To remain competitive, SMEs must understand and plan for all potential expenses.
AI tools also come with costs – for initial setup, licensing, and occasional maintenance – but overall, the total investment is dramatically lower, especially when scaling operations.
Nobel RPA is one such AI-powered tool designed specifically for SMEs, offering cost predictability and flexibility. Your monthly fee is based on the actual number of documents you process, with no hidden costs, giving you full control over your spending.
AI becomes a predictable, controllable, and scalable investment for your SME.
Find out more about Nobel RPA and its pricing model here.
