PIPELINEGuide
What does AI consulting cost? Factors, process, and funding options
There's no credible flat rate for AI consulting — the projects behind them vary too widely. What actually drives the effort, how you get a concrete quote, and which subsidies are available in Austria.
A flat rate for AI consulting cannot credibly be quoted — it depends on the scope of the project, not the provider. For analysis and recommendation document; creditable toward a subsequent implementation project. The actual proposal comes only after a short, non-binding initial conversation.
01 — Price
What it costs
- Price
- Individual based on effort
- Typical duration
- 2 to 3 weeks
For analysis and recommendation document; can be credited toward a subsequent implementation project. A fixed price can only be quoted seriously after the initial conversation — send us a brief description of your project, and we'll send a proposal that matches the scope and effort.
02 — Factors
What drives the price
- Scope and number of integrations. Every additional system that needs to participate costs effort — regardless of how simple the core is.
- State of your starting point. Clean data, existing content and documented processes significantly reduce effort. Chaos is the most expensive cost factor.
- How much new material needs to be created. What you can contribute doesn't need to be invented by anyone. This is the biggest lever you have in your own hands.
- Requirements for design and customization. A solid standard system costs a fraction of a custom solution — and is sufficient more often than vendors admit.
- Operating model. One-time project costs or ongoing support: calculated over three years, this often gives a different picture than the quote comparison.
03 — Funding
Subsidies in Austria
For digitalization projects, there are several funding programs in Austria, such as KMU.DIGITAL or the aws digitalization funding. Whether and to what extent one of these is currently relevant for your project, we'll review with you individually. Current conditions: kmudigital.at, aws.at.
Which program is relevant, how high the subsidy currently is, and whether the budget for the current funding period is still open changes regularly — plus there are regional funding programs that vary by federal state. Only the information from the funding agencies themselves is reliable, not a fixed percentage stated here.
The most common mistake is always the same: commission first, then want funding. That doesn't work. Allow several weeks of lead time for application and approval.
04 — Scope
What's included
- Half-day workshop with the people doing the work, not just with management
- Documentation of processes, systems, and data situation in the current state
- Assessment of possible use cases by benefit, effort, and risk
- Evaluation of data protection and EU AI Act for the proposed cases
- Information on suitable funding programs and their deadlines
- Written recommendation with priority order and effort estimate per use case
05 — Questions
Frequently asked questions
What if nothing makes sense for us?
Then that's what the report says. It happens, especially with businesses that have very few recurring processes or no digital data foundation. An honest no is cheaper than a project that runs aground.
Isn't this just a disguised sales event?
The recommendation regularly includes items you can implement yourselves or with your existing service provider, as well as cases we advise against. The document is yours and works without us too.
What does it cost us if nothing comes of it in the end?
Only the agreed price for the workshop and document — there's no success fee and no hidden follow-up obligation. The preliminary conversation is free and is meant to catch exactly these kinds of mismatched inquiries beforehand.
Isn't a conversation with management enough?
No, that's the most common reason for a list that doesn't work later. The people who do the processes daily know the exceptions that an outside perspective never sees.
Who should be at the workshop?
At least one person from management and two to three who do the affected processes daily. Without the second group, you get a list that doesn't work in practice.
How does this differ from consulting by the Chamber of Commerce?
The Chamber offerings provide a good overview of funding options and basics. We go a step further and look at your specific processes and systems — with effort estimates that we ourselves would have to meet.
What funding is available in Austria?
Options include KMU.DIGITAL and aws digitalization funding — current terms at kmudigital.at and aws.at. Both require the application to be approved before awarding the contract — that's why we bring it up early and not at the end.
06 — Error
The most common mistakes
- Starting too big. Projects where nobody can use anything for months fail more often than average. A small, usable first step is almost always the better way.
- Not involving the people who work with it. Requirements that only come from management rarely match the actual work.
- Not defining a success measure. Without a metric defined in advance, you can't say afterwards whether it delivered anything — and the next decision will be made on gut feeling again.
- Overlooking operating costs. The project price is only part of it. What operation costs over three years belongs in the same calculation.
- Creating dependency. If you don't get access, documentation and source code, you're locked in. That needs to be clarified before commissioning, not after.
07 — Next
Related pages
- AI consulting — Overview
- AI consulting — Measuring success
- AI consulting — contract and ownership
- AI consulting — checklist
- AI consulting — Funding
- AI consulting — process
- AI consulting — alternatives
- AI consulting — Practical examples
- AI automation
- Process automation
- AI training
- All guides
AI consulting by region
Next step
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We read every inquiry ourselves and respond personally. No sales team, no callback form into the void.