The verdict in three sentences
A custom client portal in 2026 costs between 18,000 and 45,000 EUR, with an MVP at 12,000 EUR delivered in 8 weeks. Against a subscription SaaS (15 to 40 EUR per user per month), custom software pays off beyond 20 to 30 users over a 3-year horizon. The real question isn't "what's the price" but "at what headcount and level of process specificity does custom software earn back its entry cost".
What a custom client portal costs in 2026
The budget depends mainly on the number of modules (authentication, case tracking, document vault, invoicing, real-time messaging) and how deeply it integrates with your existing tools. French agencies bill a day rate of 450 to 600 EUR in 2026, and a full portal takes 8 to 14 weeks. These are 2026 order-of-magnitude estimates, excluding heavy integration options.
| Scope | Included features | 2026 price (EUR) | Timeline |
|---|---|---|---|
| MVP | Login, case tracking, document upload | 12,000 | 8 weeks |
| Starter | MVP + invoices + email notifications | 18,000 - 24,000 | 9-11 weeks |
| Growth | Starter + messaging + multi-role spaces | 28,000 - 36,000 | 11-13 weeks |
| Premium | Growth + ERP/CRM connector + SSO | 38,000 - 45,000 | 12-14 weeks |
On top of build costs come recurring ones: GDPR-compliant EU hosting (OVH, Scaleway) between 40 and 120 EUR/month depending on load, and application maintenance of 12 to 18% of the build cost per year for fixes, upgrades and minor evolutions.
Custom vs SaaS: the 3-year math
A client-portal SaaS typically subscribes between 15 and 40 EUR per user per month. Custom software has a high entry cost but a near-zero marginal cost per user. Here is the comparison for a Growth portal at 32,000 EUR, amortized over 3 years, with maintenance at 15% (4,800 EUR/year) and hosting at 80 EUR/month.
| Users | SaaS at 25 EUR/user/month (3 years) | Custom (build + maintenance + hosting, 3 years) |
|---|---|---|
| 10 | 9,000 EUR | 49,280 EUR |
| 20 | 18,000 EUR | 49,280 EUR |
| 30 | 27,000 EUR | 49,280 EUR |
| 50 | 45,000 EUR | 49,280 EUR |
| 80 | 72,000 EUR | 49,280 EUR |
| 120 | 108,000 EUR | 49,280 EUR |
The break-even point lands around 55 to 60 users over 3 years. Beyond that, custom is clearly cheaper; below it, SaaS stays more economical as long as its features cover your need. Custom also wins when process specificity is high or data reversibility is strategic.
Mini case study
Thomas runs a legal-services SME in Lille with 45 staff and 600 active clients. He is considering a Growth portal at 32,000 EUR. An equivalent SaaS would cost him 45 x 25 EUR x 12 = 13,500 EUR/year, or 40,500 EUR over 3 years. Custom comes to 32,000 + (2 x 4,800 maintenance) + 2,880 hosting = 44,480 EUR over 3 years. Small gap, but Thomas keeps ownership of the code, avoids the annual SaaS price hikes (often 8 to 12%/year), and integrates his existing invoicing tool, eliminating 6 hours of re-keying per week, roughly 12,000 EUR/year in admin time.
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FAQ
What's the minimum price for a credible client portal in 2026?
A working MVP (authentication, case tracking, documents) starts at 12,000 EUR and ships in 8 weeks. It's the base you iterate from.
How much is annual maintenance?
Budget 12 to 18% of the build cost per year, i.e. 3,800 to 5,800 EUR for a 32,000 EUR portal, plus hosting (40 to 120 EUR/month).
At how many users does custom pay off?
Over a 3-year horizon against a SaaS at 25 EUR/user/month, break-even lands around 55 to 60 users. Beyond that, the gap widens in favor of custom.
Where should a portal with sensitive data be hosted?
On GDPR-compliant EU infrastructure (OVH, Scaleway) between 40 and 120 EUR/month. This guarantees data localization and eases compliance.
Can a portal integrate with our invoicing tool or CRM?
Yes, via an API connector. Budget an extra 6,000 to 15,000 EUR depending on the complexity of the target ERP or CRM.
Let's scope your project. Tell us the scope (number of modules, headcount, desired integrations) and your indicative budget: we'll frame an MVP or a full portal to match. 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.
