The verdict in three sentences
For a Montreal engineering school processing 6,500 applications a year, a custom applicant portal costs CAD 80,000 to 150,000 in 2026. The investment pays back mainly in time: about 1,200 hours of processing saved each year, close to one full-time position in the admissions office. The tricky part is integration with existing systems (student information system, college application services, study permit document checks), which drives scope and budget.
Why email no longer works at 6,500 files
With 30% international applicants, the admissions team receives documents in every format, chases incomplete files by hand and compiles committee opinions in a spreadsheet. Each file takes an average of 25 minutes of admin handling, excluding academic review. A portal brings this down to under 15 minutes by automating completeness checks, reminders and interview invitations.
| Module | Function | Estimated 2026 cost (CAD) |
|---|---|---|
| Multi-step online application | Program-specific form, autosave, drafts | 14,000 to 25,000 |
| Supporting documents | Upload, format checks, automatic reminders for missing items | 10,000 to 18,000 |
| Committee review | Scoring grids, double review, ranking | 14,000 to 26,000 |
| Interviews | Online slots, video calls, invitations | 8,000 to 14,000 |
| Application fee payment | Card payment, refunds, receipts | 6,000 to 12,000 |
| SIS and application service integration | Applicant import, status sync | 16,000 to 35,000 |
| Law 25 privacy, security and hosting | Canadian hosting, role-based access, purge | 12,000 to 20,000 |
The low end matches a single intake stream with a simple import. The high end includes several programs, a fully bilingual French and English interface and automated exchanges with the student information system. Hosting and maintenance then cost CAD 12,000 to 24,000 a year.
Comparing options: vendor, generic tool or custom build
| Criterion | Generic form and email | Vendor admissions software | Custom portal |
|---|---|---|---|
| Upfront cost | CAD 4,000 to 10,000 | CAD 30,000 to 60,000 | CAD 80,000 to 150,000 |
| Annual licence | CAD 2,000 to 6,000 | CAD 40,000 to 90,000 | CAD 12,000 to 24,000 (maintenance) |
| Tailored committee workflow | No | Partial | Yes |
| SIS integration | No | Sometimes as an option | Yes |
| French and English | Limited | Yes | Yes |
| 4-year total cost | CAD 12,000 to 34,000 | CAD 190,000 to 420,000 | CAD 128,000 to 246,000 |
| Processing time per file | 25 min | 15 to 18 min | 12 to 15 min |
Vendor software remains relevant for a large university with standard processes. For a school whose programs, committees and direct-entry routes have their own rules, a custom build becomes cheaper from the third year and fits the real process.
Timeline: ship before applications open
The admissions calendar sets the delivery date. For an opening in October, scoping starts in March, development runs from April to July and acceptance testing with committees happens in August. Allow 5 to 6 months. Launching mid-cycle should be avoided: it forces staff to run two circuits in parallel.
Mini case study
Isabelle, admissions director at an engineering school in Montreal, handles 6,500 applications with 4 officers. Admin time per file drops from 25 to 14 minutes, saving 1,190 hours a year. At a loaded cost of CAD 55 an hour, the gain reaches about CAD 65,000 a year. Her project costs CAD 115,000 plus CAD 18,000 of annual maintenance: payback comes during the second cycle. The share of incomplete files at deadline also falls from 18% to 6% thanks to automatic reminders.
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FAQ
How much does an applicant portal cost for an engineering school?
In 2026, a custom portal costs CAD 80,000 to 150,000 depending on the number of programs and integrations. Maintenance then runs CAD 12,000 to 24,000 a year.
Can the portal import applicants from other systems?
Yes, through the exports and APIs of your student information system or application service, with status synchronisation. This module accounts for CAD 16,000 to 35,000 depending on automation depth.
How are application fees collected?
Card payment built into the application with automatic receipts costs CAD 6,000 to 12,000 to develop. Transaction fees are around 2.2% to 2.9% depending on the card.
Is applicant data compliant with Quebec's Law 25?
Canadian hosting, role-based access and a defined retention period (for example 2 years for unsuccessful applicants) are included in the budget. A privacy impact assessment is also carried out.
How long does development take?
Allow 5 to 6 months, including 1 month of testing with committees. Aim to go live at least 6 weeks before applications open.
Let's scope your project. Share your volumes, programs and intake routes: we will price a portal between CAD 80,000 and 150,000, delivered before your next cycle. 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.
