The verdict in three sentences
In 2026, a SaaS client portal costs 20 to 80 EUR/user/month and deploys in 2 weeks, while a custom portal costs 40,000 to 120,000 EUR once, plus maintenance, and takes 12 to 16 weeks. The break-even point sits around 30 to 50 users: beyond that, custom becomes competitive over three years. The real question is not price but how specific your processes are.
SaaS: fast, standard, rented for life
SaaS installs fast and costs little upfront, making it the right choice to validate a use case or for standard needs. Its cost grows linearly with user count, and you stay dependent on the vendor's roadmap for any specific feature. It is a subscription: you own nothing, and deep customisations are often impossible or unaffordable.
| Criterion | SaaS | Custom |
|---|---|---|
| Entry cost | 20 - 80 EUR/user/month | 40,000 - 120,000 EUR |
| Timeline | ~2 weeks | 12 - 16 weeks |
| Customisation | Limited | Total |
| Code ownership | No | Yes |
| Cost at 100 users | ~5,000 EUR/month | TMA 12-18%/year |
| Business integrations | Vendor-dependent | Custom |
The 3-year calculation
Comparing sticker prices is not enough: you must project over the portal's real lifespan, at least three years. SaaS looks cheap at low volume, but its per-user cost becomes penalising as the base grows. Custom requires an upfront investment, then manageable maintenance.
| Scenario (3 years) | SaaS at 40 EUR/user/month | Custom at 80,000 EUR |
|---|---|---|
| 20 users | ~28,800 EUR | ~108,800 EUR |
| 50 users | ~72,000 EUR | ~108,800 EUR |
| 100 users | ~144,000 EUR | ~108,800 EUR |
| 200 users | ~288,000 EUR | ~120,000 EUR |
| Heavy customisation | Impossible | Included |
*Custom: build 80,000 EUR + maintenance 12% (~9,600 EUR/year) over 3 years, excluding heavy integrations.*
Mini case study
Laurent is operations director of an industrial maintenance firm in Dublin, with 120 internal and client users. On SaaS at 45 EUR/user/month, he would pay 64,800 EUR/year, i.e. 194,400 EUR over 3 years, unable to integrate his intervention-scheduling software. Custom-built, he invests 95,000 EUR plus 11,400 EUR/year maintenance, i.e. 129,200 EUR over 3 years, scheduling integration included. He saves 65,200 EUR over three years and gains automation impossible in SaaS. Above 50 users, the switch is clear-cut in his case.
FAQ
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From how many users does custom become worthwhile?
Generally between 30 and 50 users with a SaaS at 40-80 EUR/month. Below that, SaaS stays cheaper; above, custom pays off over three years.
Is SaaS really faster?
Yes: about 2 weeks of configuration versus 12 to 16 weeks of custom development. That is the decisive argument when you must ship fast or test a use case.
Can we start on SaaS then move to custom?
Yes, it is a sound strategy: validate the use in SaaS, then rebuild custom once needs are stable. Budget the data-migration cost though, 5,000 to 15,000 EUR depending on volume.
What if the SaaS vendor raises prices?
You absorb the increase with no recourse, often 10 to 20% per year in B2B. That is a major risk at high volume, absent in custom where you control cost of ownership.
Does custom include business integrations?
Yes, that is its main advantage: connection to your ERP, CRM or scheduling software, impossible or very limited in SaaS. Budget 10,000 to 30,000 EUR per complex integration.
Let's scope your project. Give us your target user count, your business integrations and your horizon: we compare SaaS and custom numbers over 3 years for you. 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.
