The verdict in three sentences
Custom B2B booking and scheduling software costs between EUR 20,000 and 55,000 in 2026, with a 3 to 5 month timeline. The features that make the difference: shared multi-site calendars, availability rules (duration, capacity, buffers) and online payment/deposit to secure bookings. Returns are measured on two levers: +5 to +12 points of occupancy rate and -30% to -50% no-shows thanks to reminders and deposits.
Budget by scope
Cost depends on the number of sites, rule complexity and whether a client portal is included. 2026 orders of magnitude for a network of rooms, practices or workshops.
| Scope | Key features | Price 2026 (EUR) | Timeline |
|---|---|---|---|
| Essential | Shared calendar + online booking | 20,000 - 28,000 | 3 months |
| Multi-site | + availability rules + resource management | 30,000 - 42,000 | 4 months |
| Complete | + payments/deposits + client portal + stats | 43,000 - 55,000 | 5 months |
| Connectors | Google/Outlook Calendar, Stripe, CRM | +4,000 - 9,000 | +2-4 wks |
| Annual maintenance | Hosting, fixes, enhancements | 15-18% of project/yr | ongoing |
Online deposits are the most effective anti-no-show lever: a client who paid EUR 20 shows up or cancels in advance.
Custom vs SaaS booking
SaaS tools (Calendly, Acuity, Resengo) are fast but charge per user and per site, and constrain your business rules.
| Criterion | SaaS booking | Custom |
|---|---|---|
| Upfront cost | 0 - 3,000 EUR | 20,000 - 55,000 EUR |
| Monthly cost (5 sites) | 250 - 700 EUR/mo | hosting ~120 EUR/mo |
| 4-year cost | 12,000 - 34,000 EUR | 26,000 - 61,000 EUR |
| Complex availability rules | limited | full |
| Branding | constrained | 100% yours |
| Customer data | with vendor | with you |
For a multi-site network with specific rules and a desire to own the customer relationship, custom wins from 4-5 sites onward.
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Mini case study
Elodie, manager of a network of 6 coworking and meeting-room spaces in Amsterdam, was losing revenue to no-shows and an average occupancy rate of 62%. After custom software at EUR 38,000 with deposits and shared calendars, occupancy rose to 71% (+9 points) and no-shows dropped by 40%. On a portfolio billing around EUR 180,000/year, 9 extra occupancy points mean roughly +EUR 26,000/year, plus retained deposits: the investment pays back in under 18 months.
FAQ
Can we manage several sites and several resource types? Yes, that is the core of custom software: each site has its resources (rooms, desks, equipment), its duration and capacity rules. Budget the multi-site tier from EUR 30,000.
How do we actually cut no-shows? With automatic reminders (email/SMS) and, above all, an online deposit. Networks that require a deposit see 30-50% fewer no-shows.
Can we sync with Google Calendar or Outlook? Yes, via connectors. Budget EUR 4,000 to 9,000 depending on the number of integrations (calendars, Stripe, CRM) and two-way sync.
How long to go live? From 3 months for the essential version to 5 months for the complete version with payments and a client portal. Launching on a pilot site before full rollout reduces risk.
Is online payment mandatory? No, but strongly recommended: a deposit or full payment secures the booking and improves cash flow. Stripe or Wave integration plugs in without a rebuild.
Let's scope your project. Tell us your number of sites, your availability rules and whether you want online deposits, and we will frame scope and schedule. 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.
