The verdict in three sentences
A B2B industrial portal is not a brochure site: it's an authenticated customer space with orders, documents and differentiated roles. In Berlin, 2026 pricing runs from EUR 15,000 to 45,000 depending on role depth and ERP integration. The requirements document rests on three pillars: user stories, a rights matrix and testable acceptance criteria.
Functional scope and costing by role
The cost of a B2B portal depends mainly on the number of roles and the granularity of rights. The table breaks down the modules and their weight (2026 order of magnitude).
| Module | Function | Budget weight | Complexity |
|---|---|---|---|
| Auth & roles | SSO, 3-5 profiles | 18% | Medium |
| Catalogue & account pricing | Price per account | 15% | High |
| Orders | B2B cart, approval | 20% | High |
| Documents | Invoices, spec sheets | 12% | Medium |
| ERP integration | Stock/order sync | 20% | Very high |
| Dashboard | Order tracking, balances | 10% | Medium |
| Security & audit | Logs, GDPR | 5% | Medium |
ERP integration is the riskiest line: real-time stock and order sync can double the budget if the ERP exposes no clean API. Specify the exchange mode (REST API, file, webhook) in the requirements document.
User stories, rights matrix and acceptance
Each function is written as a testable user story, and each role gets explicit rights. That's what makes acceptance objective.
| Role | View catalogue | Place order | View invoices | Manage users |
|---|---|---|---|---|
| Buyer | Yes | Yes | Own orders | No |
| Purchasing manager | Yes | Yes + approves | Whole account | Yes |
| Accountant | No | No | All invoices | No |
| Client admin | Yes | Yes | All | Yes |
| Internal sales | Yes (all accounts) | On behalf of client | All | No |
Example user story: "As a purchasing manager, I approve any order above EUR 5,000 before it is sent, to control budget." Acceptance criterion: order > EUR 5,000 blocked until approval, notification sent. The SLA targets 99.9% uptime and a response time < 500 ms on order pages.
Mini case study
Stefan, sales director of an industrial components distributor in Berlin, deploys a B2B portal for EUR 36,000 with online ordering and account pricing. Before, 6 sales reps keyed 320 orders/month by phone, about 4 minutes of entry per order. The portal automates 70% of orders: 224 orders move to self-service, freeing 15 hours/week of sales time. Valued at EUR 35/loaded hour, those hours represent EUR 2,275/month of savings, on top of fewer entry errors: the portal pays back in under 16 months on this line alone.
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FAQ
Does a B2B portal always need ERP integration?
Not at launch: you can start with a catalogue and file-exported orders, then integrate the ERP in phase 2. Integration adds EUR 8,000-16,000 depending on the available API.
How do I handle different prices per customer?
Through account-linked pricing grids: each customer sees their negotiated prices. Specify whether prices are static or computed in real time from the ERP.
How many roles should I plan at the start?
Three to five is enough: buyer, purchasing manager, accountant, plus a client admin and internal sales. An overly fine rights matrix inflates the budget without immediate value.
What is a realistic timeline for a B2B portal?
Expect 3-5 months depending on ERP integration: 2 months for the core (auth, catalogue, orders), then 1-3 months for the ERP and testing. Milestone acceptance by module.
How do I write testable acceptance criteria?
Each user story needs a binary, measurable criterion: "order > EUR 5,000 blocked until approval" is testable, "the portal is user-friendly" is not. Ban subjective criteria.
Let's scope your project. B2B portal with roles, orders and ERP integration, indicative budget EUR 15,000-45,000, 3-5 month timeline: we draft the user stories, rights matrix and acceptance criteria. 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.
