The verdict in three sentences
Between a market SaaS (S$40-S$100/user/month) and a custom portal (S$45k one-off), the right choice hinges on your user count and how specific your needs are. The 3-year total cost of ownership (TCO) often tips the decision around 25 users. Beyond that, custom becomes cheaper and makes you the owner of the code, with no vendor lock-in.
What does each option cost over 3 years?
The SaaS trap is the per-user subscription that climbs quietly. Comparing at equal scope (documents, messaging, invoicing):
| Users | SaaS at S$70/u/mo (3 yrs) | Custom S$45k + maintenance | Winner |
|---|---|---|---|
| 10 | S$25,200 | S$45k + S$15k | SaaS |
| 25 | S$63,000 | S$45k + S$15k | near even |
| 40 | S$100,800 | S$45k + S$15k | custom |
| 60 | S$151,200 | S$50k + S$18k | custom |
| 100 | S$252,000 | S$55k + S$22k | custom |
The break-even sits around 25 users over 3 years. Beyond it, every new SaaS user adds cost while the custom build is already amortised.
What criteria beyond price?
TCO does not decide everything. Five criteria weigh in the build-vs-buy call.
| Criterion | SaaS advantage | Custom advantage |
|---|---|---|
| Time to start | Immediate | 2 – 5 months |
| Customisation | Limited to options | Total |
| Systems integration | Standard connectors | Custom API |
| Code ownership | No (tenant) | Yes (owner) |
| Vendor dependency | Strong (price, shutdown) | None |
If your need is standard and urgent, SaaS is unbeatable to start. If you have specific business rules, systems to integrate and a long-term view, custom protects your margin and independence.
Mini case study
Helen is managing director of a consultancy in Singapore, 38 internal users plus 200 clients. A SaaS at S$77/user/month for her 38 staff is S$35,112/year, or S$105k over 3 years — before price hikes. A custom portal costs her S$48k plus S$6k/year maintenance, i.e. S$66k over 3 years. The saving tops S$39k over 3 years, she integrates her accounting tool at no extra subscription, and above all she is no longer exposed to price rises or service shutdown. The decision tips clearly toward custom.
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FAQ
From how many users is custom worth it?
As a 2026 order of magnitude, around 25 users over 3 years at equal scope. Below that, SaaS is often cheaper and faster to deploy.
Isn't SaaS safer and better maintained?
Good SaaS is robust, but you depend on its roadmap and pricing. A well-architected custom portal under a maintenance contract offers the same security level, plus control.
Can we start on SaaS then migrate to custom?
Yes, it's a common strategy: validate usage on SaaS, then bring it in-house when volume and specific needs justify it. Budget for data migration.
What exactly is vendor lock-in?
Dependency on one vendor: price hikes, features gated behind tiers, difficulty exporting your data. Custom removes this risk.
Is custom expensive to maintain?
Plan 8-15% of the build per year. On a S$48k portal that stays well below SaaS subscriptions that climb with each added user.
Let's scope your project. Give us your user count, systems integrations and time horizon, and we'll deliver a costed 3-year TCO comparison. 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.
