Quick Summary
The following article is an exhaustive guide to the cost of developing custom Business Process Automation (BPA) software such as Zoho. It identifies the essential drivers of development expenses like features, technology stack, location of the development team, and integration costs with existing applications. The article also shares cost-saving strategies and how Bacancy Technology assists companies in saving costs by embracing innovative technologies, cloud-based infrastructure, and optimized development methodologies.
Table of Contents
Introduction
We are in 2025, and the business environment is changing like nothing else; every day, new news, new tech, or new incidents affect the operations of the business. With these changes, customer demands are also changing. They are focusing more on value-for-money products and moving towards customized services and products. In this fast-paced business environment, businesses are finding ways to improve productivity and reduce expenses so that they can focus more and more on providing customer satisfaction.
As we always say, new-age problems require new-age solutions; for this problem, there are many solutions available, and one of the most effective solutions is business process automation (BPA) software; it can be the most suitable tool to achieve these objectives. There are many built-in BPAs available, like Zoho Creator, Microsoft Power Automate, and Kissflow, and they are transforming the way businesses manage recurring tasks, streamline workflows, or integrate multiple applications.
However, the limitation of these off-the-shelf business process automation software solutions is that they become more evident as businesses grow and change. That’s why now businesses seeking to increase operational activities prefer to develop customized BPA software for their business. Yes, you can now design your own customized BPA software according to your business requirements. Let’s see why custom BPA software is suitable for your business.
Why Business Needs Customized BPA Software
Custom BPA solutions are more adaptable, scalable, and customizable than ready-made ones. Why? Because you can customize the software to your specific requirements, integrate it with existing systems, and verify that automation is in line with business objectives. Thus, businesses can have more flexibility with custom business process automation software.
Let’s understand the importance of customized BPA software with an example: A logistics company utilized a custom business process automation solution to manage manual invoice processing, order tracking, and customer communication. Their actions resulted in a 65% reduction in invoicing errors, automation of 85% of tracking workflows, and essentially enhanced customer response times. Automation is a key factor in increasing efficiency and saving costs, as demonstrated by this case.
The impact of automation is transforming businesses. Research indicates that businesses can decrease operational expenses by 30-50% by utilizing BPA, while Gartner predicts that automation will dominate most business processes by 2025. These statistics highlight the significance of BPA and suggest that it should be invested in for operational excellence rather than just a tool. Zoho has gained popularity over the years because of its effectiveness, but there are some limitations like high cost and less scope of customization. That’s why a business should consider customer business automation as a good option.
However, customizing a business process automation like Zoho can be a time-consuming and costly process. Though there are various factors that impact the cost of developing BPA software like Zoho, if you are someone looking to build a business process automation software like Zoho but can’t decide on the budget, Then this guide is for you; here we will discuss the factors affecting the cost of developing a BPA software and also see the ways to manage this cost. So, this guide will help you to frame a perfect budget for your BPA software that satisfies your unique requirements.
Factors That Affect the Cost of Building Business Process Automation Software Like Zoho
When it comes to buying BPA software like Zoho or Microsoft Power Automate, proper strategic planning is required at every level, from technical to operation to industry. When you think about the cost of building business process automation software, then it will 100% depend on different factors like features, size of the development team, development complexity, and others. Thus, a standard simple BPA may cost you less, but feature-rich advanced software like Zoho may cost you more. Following are some of the most important factors that impact the cost of building a business process automation software.
1. Features & Functionality
The time and resources required for development are directly proportional to the complexity, scope, and scale of features. Complexity can be heightened by the inclusion of features like automation, analytics, and reporting. Additional functionalities, such as AI or machine learning, require more time and money.
Essential Features Your BPA Software Should Have:
Workflow Automation – Automates repetitive tasks to improve efficiency.
Task Management – Enables users to assign, track, and complete tasks efficiently.
Document Management – Stores and organizes files in a centralized system.
AI/ML Capabilities – Automates decision-making processes with data-driven insights.
Integration with Third-Party Tools – Connects with ERP, CRM, and HRMS systems.
Role-Based Access Control – Ensures data security by restricting access based on user roles.
Real-Time Analytics & Reporting – Provides insights into operational efficiency and performance.
Cost Impact:
- Core characteristics: Low to moderate price.
- The addition of new features is costly and intricate.
2. Software Type & Deployment
Among the deployment models are Cloud-based SaaS, On–premise and Hybrid. Low upfront costs and ongoing expenses are typical for SaaS. On-premise requires a significant upfront investment in hardware and IT maintenance. The integration of complexity and expense is achieved through hybridization.
Cost Impact:
- Low upfront costs and moderate ongoing charges are hallmark features of cloud-based SaaS.
- On-site: Huge initial outlay and upkeep.
- High development costs are associated with the hybrid model due to dual infrastructure requirements.
3. Technology Stack
Choosing the appropriate programming languages, frameworks, and platforms influences not only development time but also team expertise and integration. The cost of specialized developers may exceed the efficiency of cutting-edge technologies.
Cost Impact:
- Standard technologies with a low price tag (in commonly used frameworks).
- Specialized or emerging technologies are more expensive based on expertise.
4. Development Team & Location
The cost of developing a customized business process automation also depends on the size and proficiency of your software development team. Location also plays a significant role in this cost. If you hire developers in regions with higher living expenses (such as the US or Western Europe), the cost of your overall development will increase. So, it is advisable to source projects from regions like Eastern Europe, South America, or Asia (especially from India) to get the same quality at lower costs.
Cost Impact:
- Low-cost zones: Higher hourly prices (e.g., US vs Western Europe).
- Costly zones: Lower development expenses (e.g., Eastern Europe and India).
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5. Customization & Scalability
By customizing the software to suit specific business needs and ensuring its growth in the future, the cost can be significantly increased. The implementation of highly customized solutions necessitates additional development effort and testing to ensure their success.
Cost Impact:
- Basic customization: Moderate cost.
- Specialized development and testing resulted in expensive costs, while customization and scalability became possible.
6. Security & Compliance
Compliance with regulatory requirements, such as GDPR and HIPAA, is very important, but this adds complexity to security features. Because developing robust security measures and complying with industry standards requires additional time and skill.Bacancy’s developers are expert in providing best security we consider security at every level of development.
Cost Impact:
- A low to moderately priced solution for basic security.
- High security and compliance standards, coupled with costly legal obligations and extra protection.
7. UI/UX Design
For proper operation efficiency, it’s important to ensure that your BPA software has a user-friendly interface and seamless experience . The implementation of a personalized design that suits your business needs may require the assistance of professional designers and may incur additional expenses.
Cost Impact:
- Simple design: Moderate cost.
- The cost of design iterations and user testing is high despite the quality of the final design.
8. Storage & Infrastructure
Cloud storage also influences the price or on-premises infrastructure and the necessary server and database infrastructure. On-premise setups require a significant investment in hardware and ongoing upkeep, while cloud storage is generally more affordable and flexible.
Cost Impact:
- Low initial cost and ongoing charges for cloud storage.
- A substantial upfront investment is required for infrastructure and maintenance on premises.
9. Testing & Maintenance
In order for a system to work correctly, it must undergo extensive testing following development. Long-term costs are augmented by maintenance, which encompasses fixing bugs and updating software. However,
Cost Impact:
- Moderate ongoing expenses for basic testing and upkeep.
- Long-term support and comprehensive testing equates to expensive updates and bug fixes.
The integration of BPA software with existing business systems or third-party tools (CRM, ERP, etc.) can be both expensive and intricate. Custom API development or middleware is necessary for integration, which can result in higher costs with more systems to connect.
Cost Impact:
- Fundamental collaboration: Moderate to high-priced.
- Multiple systems requiring intricate integration: Expensive development and testing efforts.
| Factors | Basic BPA ($15,000 - $40,000) | Mid-Level BPA ($40,000 - $90,000) | Enterprise-Grade BPA ($90,000 - $200,000)
|
|---|
| Features & Functionality
| $10,000 - $30,000
| $20,000 - $50,000 | $50,000 - $120,000+
|
| Software Type & Deployment
| SaaS: $3,000 - $10,000 On-Premise: $10,000 - $30,000 | SaaS: $8,000 - $20,000 On-Premise: $20,000 - $40,000 | SaaS: $20,000 - $40,000 On-Premise: $40,000+
|
| Technology Stack
| $2,000 - $6,000 | $6,000 - $15,000 | $15,000 - $30,000+
|
| Development Team & Location
| Asia (India, Eastern Europe): $12 - $30/hr Western Europe & US: $40 - $80/hr | Asia (India, Eastern Europe): $15 - $40/hr Western Europe & US: $60 - $120/hr | Asia (India, Eastern Europe): $20 - $60/hr Western Europe & US: $80 - $150/hr
|
| Customization & Scalability | $2,000 - $8,000 | $8,000 - $25,000 | $25,000 - $60,000+
|
| Security & Compliance
| $1,500 - $5,000 | $5,000 - $15,000 | $15,000 - $35,000+
|
| UI/UX Design
| $1,500 - $5,000 | $5,000 - $15,000 | $15,000 - $35,000+
|
| Storage & Infrastructure
| Cloud: $2,000 - $5,000 On-Premise: $7,000 - $18,000 | Cloud: $5,000 - $15,000 On-Premise: $18,000 - $35,000 | Cloud: $15,000 - $35,000 On-Premise: $35,000+
|
| Testing & Maintenance
| $2,000 - $7,000/year | $7,000 - $18,000/year | $18,000 - $50,000/year
|
| Integration with Third-Party Tools
| $2,000 - $8,000 | $8,000 - $25,000 | $25,000 - $60,000+
|
Total Cost Estimate:
- Basic BPA: $15,000 – $50,000
- Mid-Level BPA: $50,000 – $120,000
- Enterprise-Grade BPA: $120,000 – $250,000
How Bacancy Helps to Minimize The Cost of BPA Software Development
As a leading software development company, Bacancy utilizes innovative technologies and effective development methodologies to minimize the cost of developing BPA software. From open-source frameworks to cloud infrastructure and automation, Bacancy provides high-quality, scalable, and affordable solutions. Here’s how:
1. Use of Modern Technologies
Modern technologies like React, Node.js, Python, and Spring Boot are used by the talented developers at Bacancy. Affordable and adaptable alternatives to costly proprietary software are frequently used, resulting in faster development and reduced need for expensive licenses.
2. Cloud Infrastructure & Services
Bacancy’s team uses cloud-based services like AWS, Google Cloud, and Microsoft Azure to deliver BPA solutions. By utilizing cloud-based, on-demand resources, operational costs can be reduced, and expensive hardware can become less necessary. The developers at Bacancy have enabled businesses to scale quickly and affordably with only the resources they require from cloud computing.
3. Microservices Architecture
Bacancy uses a microservices architecture to develop business process automation software that is modular and elastic. This, in turn, allows for accelerated development execution and rapid implementation of updates or changes that do not affect the whole system. Microservices enable the development, testing, and deployment of the software components independently, thus reducing the consumption of resources and time.
4. Automation and DevOps Practices
Bacancy’s team incorporates DevOpses and automation into the development process. Bacancy’s developers automate the software delivery process by automating repetitive software tasks like testing, deployment, and monitoring. This helps reduce manual labor on a large scale. It results in lower errors, faster release times, and reduced ongoing operational costs.
Low-code/no-coding platforms are frequently used by expert BPA software developers at Bacancy to accelerate the process. By allowing for rapid prototyping and the creation of standard features, development costs are reduced while still maintaining flexibility and customization.
6. Agile Development Methodology
The approach to business development in Agile methodology (Bacterism) is incremental iterative and focuses on getting incremental results from each phase of the project done according to Business needs. This ensures that the software is built to be as efficient as possible and does not result in overbuilding or unnecessary features.
7. API-First Development
BPA software is designed and developed by Bacancy using an API-first approach, resulting in simpler integrations with third-party tools and systems. The development of robust APIs by Bacancy’s developers simplifies and reduces the cost of linking to existing systems, avoiding costly and time-consuming rewrites or unnecessary features.
8. Intelligent Code Reusability
Bacancy says the code should be reused across projects. They build reusable components and libraries that allow for similar functionality in future projects, which reduces development time. The implementation method results in time and cost savings, which lead to faster delivery and lower development costs.
9. Automation Testing and Continuous Integration (CI).
Bacancy integrates automated testing and continuous integration into the development process. Software testing is done automatically with a small amount of manual effort, and there is less error and rework. Continuous integration, by testing and integrating code routinely, improves the quality and reliability of the software and reduces long-term maintenance costs.
10. Scalable and Modular Solutions.
BPA software designed by architects at Bacancy is scalable and modular. Businesses can scale up if and when required by beginning with smaller and cheaper solutions. Future upgrades or the addition of features is ensured to be cost-effective through modular designs that enable only the required components to be changed rather than having to overhaul an entire system.
Using the most recent technologies and streamlined development techniques, Bacancy’s experienced developers help companies create quality BPA software at an affordable price.
Conclusion
Business process automation software is gaining traction among companies to reduce expenses and simplify their operations. Even though the cost of implementing BPA solutions can differ based on functionality, technology stack, integrations, and security needs, the advantages are much higher than perceived.
The partnership with Bacancy Technology, businesses can count on their tailor-made BPA solution to be secure and dependable but not necessarily costly. Our dedicated software development team help businesses can avail automation solutions from basic business processes to advanced AI systems.
