The verdict in three sentences
A custom client portal costs between 18,000 and 45,000 EUR in 2026 depending on scope, versus a rented SaaS that exceeds 6,000 EUR/year once you pass 15 users. Custom becomes profitable in 2 to 3 years if you exceed 10-15 internal users or if your processes don't fit a generic tool. The real saving isn't the software price but the 30% reduction in support emails and the admin time you reclaim.
Price per feature (2026 order of magnitude)
A client portal is never a single block: it's a core plus modules. Here are the ranges observed for a mid-sized services company.
| Feature | Build price (EUR) | Indicative timeline |
|---|---|---|
| Auth core + roles | 4,000 - 7,000 | 2 weeks |
| Invoices area + PDF download | 3,000 - 6,000 | 1.5 weeks |
| Document vault + secure sharing | 3,500 - 7,000 | 2 weeks |
| Project tracking / milestones | 4,000 - 9,000 | 2-3 weeks |
| Support ticketing system | 3,500 - 8,000 | 2 weeks |
| Email notifications + reminders | 2,000 - 4,000 | 1 week |
| Admin dashboard | 3,000 - 6,000 | 1.5 weeks |
A Starter portal (auth + invoices + documents) fits within 18,000 - 22,000 EUR. A full portal with project tracking and tickets rises toward 35,000 - 45,000 EUR.
Custom build vs SaaS subscription over 3 years
The CFO's central question: invest once or pay monthly? Simulation for 15 users over 3 years.
| Line item | Custom build | SaaS at 69 EUR/user/month |
|---|---|---|
| Upfront investment | 30,000 EUR | 0 EUR |
| Annual subscription | 0 EUR | 12,420 EUR |
| EU hosting (OVH/Scaleway) | 720 - 1,440 EUR/yr | included |
| Maintenance (TMA) | 4,200 - 10,800 EUR/yr | included |
| Deep customization | included | often impossible |
| 3-year total | 45,000 - 66,000 EUR | 37,260 EUR |
Over 3 years SaaS looks cheaper, but the math flips from year 4 (the build has no license to pay) and especially once you pass 20-25 users, or need business logic the SaaS can't handle.
Mini case study
Claire, CFO of a technical services SME in Amsterdam (24 staff, 180 active clients), received about 340 emails/month from clients asking for invoices, amendments or project status. Each email cost ~6 minutes, i.e. 34 hours/month at 35 EUR/h = 1,190 EUR/month of admin time.
She invested 28,000 EUR in a portal (auth, invoices, documents, project tracking). Result measured at 4 months: -31% emails, i.e. ~10.5 hours saved per month (367 EUR/month). Add reduced payment delays thanks to automated reminders. Estimated payback around 26-30 months, after which the portal costs only its maintenance (~450 EUR/month).
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FAQ
How long to deliver a custom client portal?
Expect 8 to 14 weeks in 2026 depending on the number of modules. A core auth + invoices + documents often ships in 8-9 weeks; add 3-4 weeks per complex module (project tracking, tickets).
Is it GDPR-compliant?
Yes, provided you host in the EU (OVH, Scaleway at 40-120 EUR/month), encrypt sensitive data, log access and keep a processing register. It's a deliverable to require in the quote.
What maintenance after delivery?
Maintenance runs 350 to 900 EUR/month: fixes, security updates, small evolutions. Without it, a portal ages fast on security; don't ignore it in the budget.
Wouldn't an existing SaaS be enough?
If your needs are standard and you stay under 10 users, yes. Once you have your own business logic, more than 15 users, or a white-label need, custom becomes cheaper over 3-4 years.
Can we start small then extend?
Yes, and it's recommended: ship a core (18,000-22,000 EUR), measure usage, then add the modules that bring the most value. It's the best budget control.
Let's scope your project. Tell us your priority modules (invoices, documents, tickets, tracking), your user count and an indicative budget, and we'll define the optimal scope. 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.
