The verdict in three sentences
Accounting production software (Cegid, ACD, Pennylane) handles entries but leaves a gap on engagement tracking, document management and the client portal — which is where profitability is decided. A custom management tool costs EUR 30,000-90,000 once, versus EUR 30-120 per staff member per month for vertical SaaS, quickly reaching EUR 20,000-60,000 per year. The maths tips toward custom as soon as a firm exceeds 12-15 staff or wants to eliminate double data entry between tools.
What you're really buying: production vs management
A modern firm stacks three software layers. Production (bookkeeping, review, tax filing) remains the domain of specialist vendors. Management (time tracking, profitability per engagement, reminders) and client relations (portal, document upload, signature) are often hacked together in Excel and email — and that is where custom creates the most value.
| Component | Vertical SaaS 2026 | Custom 2026 | Winner |
|---|---|---|---|
| Production (entries, filing) | EUR 40-90/user/month | Not relevant | Vendor |
| Engagement & profitability | EUR 15-40/user/month | Included | Custom if > 12 users |
| Client portal & documents | EUR 10-30/user/month | EUR 25,000-60,000 once | Custom long term |
| Indexed DMS | EUR 8-20/user/month | Included | Custom |
| Workflow customisation | Limited | Total | Custom |
What it costs, scope by scope
The price of a build depends on the number of modules and how deeply it integrates with your existing production software. Here are 2026 orders of magnitude for a firm of 10 to 40 staff.
| Custom scope | Price 2026 | Timeline | Annual maintenance |
|---|---|---|---|
| Client portal + DMS | EUR 30,000-45,000 | 3-4 months | EUR 4,000-7,000 |
| + Engagement & time tracking | EUR 45,000-65,000 | 4-6 months | EUR 7,000-11,000 |
| + Billing & auto reminders | EUR 60,000-80,000 | 6-7 months | EUR 9,000-14,000 |
| Full integrated platform | EUR 75,000-90,000 | 7-9 months | EUR 12,000-18,000 |
| Production software API connector | EUR 8,000-20,000 | 4-8 weeks | Depends on core |
Mini case study
Mark runs a 22-staff firm in Manchester. His management SaaS costs EUR 55 per staff member per month, i.e. EUR 14,520 per year, plus 4 hours lost weekly to double entry. A custom portal + engagement tracker at EUR 58,000 with EUR 9,000 annual maintenance eliminates that double entry. Over five years the SaaS costs EUR 72,600; custom costs 58,000 + 36,000 = EUR 94,000, but it recovers 4 h × 22 staff × 46 weeks = 4,048 hours per year revalued at EUR 60, a theoretical gain far above the extra cost from year one.
FAQ
Need a professional website?
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Do I need to replace my production software?
No. Custom sits on top of Cegid, ACD or Pennylane via API or import. You keep certified production and add the missing management and client-relations layer.
What is a realistic minimum budget in 2026?
For a first useful module (client portal + DMS), budget EUR 30,000 and 3 months. Below that, you're looking at a brochure site, not a management tool.
Isn't vertical SaaS safer?
It deploys faster but creates lock-in: at 40 staff, EUR 120/user/month is EUR 57,600 per year, with no code ownership or control over the roadmap.
How long to break even?
A firm with 15+ staff often breaks even on custom in 24 to 36 months through hours saved and extra billable engagements.
Can we start small?
Yes, by shipping the client portal first, then engagement tracking, then billing. Each module goes live before the next is funded.
Let's scope your project. Tell us your headcount, your current production software and priority modules (portal, DMS, engagement tracking): we'll scope it and give an indicative budget. 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.
