The verdict in three sentences
For a Dublin accelerator that receives 600 applications per call and selects 25, a custom application portal costs 25,000 to 45,000 EUR and ships in about 10 weeks. It removes 3 weeks of manual screening per call, structures scoring for a 15-member jury and automatically produces the dashboards that funders require. Beyond two calls a year, the investment beats a generic subscription platform that cannot match your scoring rules.
What the portal must cover
An application portal is not just a form. It runs a full cycle: call, submission, pre-screening, scoring, committee, notification and cohort follow-up. Here are the expected modules and their indicative 2026 cost with Irish agencies and development teams (day rates of 550 to 850 EUR).
| Module | Function | Range (EUR) |
|---|---|---|
| Multi-step form and drafts | Submission over several sessions, attachments, video pitch | 4,000 to 7,000 |
| Applicant area | Status tracking, messages, requested additions | 3,000 to 5,000 |
| Rule-based pre-screening | Automatic eligibility filters (stage, sector, region) | 3,000 to 6,000 |
| Jury scoring | Weighted grids, batch assignment, double review | 5,000 to 9,000 |
| Conflicts of interest | Per-reviewer declaration, automatic exclusion of files | 2,000 to 4,000 |
| Funder dashboards | Gender, region and sector indicators, PDF and Excel export | 4,000 to 8,000 |
| Notifications and emails | Acknowledgements, results, reminders | 2,000 to 3,000 |
| Hosting, security, acceptance | Go-live, backups, testing | 2,000 to 3,000 |
| Total | 25,000 to 45,000 |
The jury module concentrates the value. Each reviewer receives a batch of 40 to 60 files, scores them on a shared grid (team, market, traction, impact), and the system calculates gaps between reviewers to flag files that need arbitration.
Custom build or off-the-shelf platform?
Off-the-shelf application management platforms are quick to deploy, but their per-seat pricing and customisation limits add up for an accelerator funded by public and corporate programmes.
| Criterion | SaaS platform | Forms + spreadsheets | Custom portal |
|---|---|---|---|
| Estimated annual cost | 6,000 to 18,000 EUR (subscription) | Almost zero | 25,000 to 45,000 EUR in year one, then 3,000 to 6,000 EUR maintenance |
| Weighted jury scoring | Yes, standardised | Manual | Yes, matched to your grids |
| Conflicts of interest | Partial | No | Yes, with automatic exclusion |
| Multilingual (English, Irish, others) | Varies | Depends on tool | Yes |
| Funder indicators | Generic | Rebuilt every time | Aligned with your funding agreements |
| Data ownership | Vendor-hosted | Scattered | Yours, hosting of your choice |
| Setup time | 2 to 4 weeks | Immediate | 10 weeks |
The tipping point sits around two calls a year. Below that, an existing platform may be enough. Above it, and especially if your funders require specific indicators (share of female founders, startups outside Dublin), custom becomes cheaper from the second year.
The typical 10-week plan
Weeks 1 and 2: scoping with the programme team, scoring grids, eligibility criteria, mock-ups. Weeks 3 to 7: development of the form, applicant area and jury module. Weeks 8 and 9: funder dashboards, translations, acceptance testing with 3 pilot reviewers. Week 10: go-live at least 3 weeks before the call opens to absorb final adjustments. Applicant personal data falls under the GDPR: plan a clear privacy notice and a defined retention period.
Mini case study
Aoife, director of a Dublin accelerator (illustrative example), currently has 3 programme managers spend 3 weeks screening 600 applications, checking eligibility and consolidating jury scores in a spreadsheet. At a loaded cost of about 5,500 EUR per month per manager, each call consumes roughly 12,400 EUR of internal time, not counting consolidation errors.
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With two calls a year, the direct saving is close to 24,800 EUR a year. For a 35,000 EUR portal with 4,500 EUR of annual maintenance, payback comes in under 2 years on time saved alone. The real gain lies elsewhere: a funder report produced in one click instead of 5 days of work, and score traceability that secures funding renewals.
FAQ
How long until the first call runs on the portal?
Plan 10 weeks of development and acceptance testing, then 3 weeks of margin before opening. A project started in January therefore allows a call opening in April.
Can several programmes run on the same portal?
Yes, if it is planned at scoping. Adding multi-programme management (separate grids and juries) costs roughly 4,000 to 7,000 EUR more.
How are reviewer conflicts of interest handled?
Each reviewer declares their ties before scoring, and the system automatically removes the affected files from their batch. The module costs 2,000 to 4,000 EUR and strongly reassures funders.
Can the portal accept applications in several languages?
Yes, with a multilingual interface. Budget 10 to 15% extra for translations and display testing, more if a right-to-left language is required.
Which hosting should we choose?
EU cloud hosting with daily backups costs 50 to 150 EUR per month for 600 applications and their attachments. Check that your funding agreements do not impose a specific data location.
Let's scope your project. We scope your application portal (modules, jury grids, funder indicators, indicative budget and a 10-week plan) around your next call. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
