The verdict in three sentences
For a services SME tracking 300 clients, a client portal pays for itself mainly through call time removed, often 15 hours a week. The 2026 budget sits between 18,000 and 45,000 EUR excl. VAT (about 19,500 to 49,000 USD) depending on integrations, with strong authentication, a document area and automatic notifications. The realistic timeline is 10 to 14 weeks, and hosting then costs 50 to 200 EUR per month.
What the portal must do from version 1
The classic trap is trying to replicate the whole ERP inside the portal. Version 1 must answer the three questions behind 80 % of calls: where is my case, where is my document, what do I need to send you. The rest, such as online invoicing or messaging, can come in version 2 once usage is measured.
| Feature | Value for the client | Indicative cost excl. VAT | Version |
|---|---|---|---|
| Strong authentication (MFA, magic link) | Secure access without forgotten passwords | 2,000 to 4,000 EUR | V1 |
| Step-by-step case tracking | End of follow-up calls | 4,000 to 8,000 EUR | V1 |
| Document area (upload and download) | File exchange without e-mail | 3,500 to 7,000 EUR | V1 |
| E-mail and SMS notifications | Alert at every step change | 1,500 to 3,000 EUR | V1 |
| Staff back office | Update cases in 2 clicks | 3,000 to 6,000 EUR | V1 |
| ERP or business software connector | Statuses synced automatically | 4,000 to 12,000 EUR | V1 or V2 |
| E-signature (Yousign, Docusign) | Approving quotes and mandates | 1,500 to 3,500 EUR | V2 |
| Online invoicing and payment | Fewer late payments | 3,000 to 6,000 EUR | V2 |
Three typical budgets in 2026
The figures below are 2026 orders of magnitude for custom development in Next.js or equivalent, with data hosted in the UK or the European Union. London agency day rates usually sit 15 to 30 % above these benchmarks.
| Package | Budget excl. VAT | Scope | Timeline | Monthly hosting |
|---|---|---|---|---|
| Essential Portal | 18,000 EUR | MFA login, step tracking, documents, e-mail notifications | 10 weeks | 50 to 80 EUR |
| Connected Portal | 30,000 EUR | Essential + business software connector, SMS, internal dashboard | 12 weeks | 90 to 140 EUR |
| Complete Portal | 45,000 EUR | Connected + e-signature, invoicing, multi-site, audit log | 14 weeks | 150 to 200 EUR |
| Ongoing maintenance | 400 to 1,200 EUR per month | Fixes, security updates, small improvements | Ongoing | Included or extra |
| External security audit | 3,000 to 6,000 EUR | Penetration test before go-live | 1 to 2 weeks | One-off |
On compliance, the portal processes personal data and sometimes sensitive documents. Plan for a GDPR (UK GDPR in London) record of processing, encryption of files at rest, configurable retention periods, an access log and a data processing agreement with the host. These items weigh 5 to 10 % of the budget and prevent rejections during client audits.
The schedule in four phases
Weeks 1 and 2, workshops with the staff who answer the phone to map recurring questions. Weeks 3 and 4, clickable mockups tested by 5 pilot clients. Weeks 5 to 11, development in two-week sprints with a demo at the end of each. Weeks 12 to 14, acceptance testing, security audit, migration of open cases and gradual rollout in waves of 50 clients.
Mini case study
Claire runs a 14 employee administrative services firm and picks the Connected Portal at 30,000 EUR excl. VAT, plus 120 EUR per month hosting and 600 EUR per month maintenance. Before the portal, her assistants spend 15 hours a week on follow-up calls. After three months of use, this drops to 4 hours, so 11 hours recovered per week. At a loaded cost of 32 EUR per hour, that is 352 EUR per week, about 16,900 EUR per year over 48 weeks. Adding 2 extra clients handled without hiring (about 9,000 EUR of annual margin), the portal pays back in just over a year, then frees nearly 17,000 EUR per year.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
FAQ
Why not use an off-the-shelf client portal?
SaaS tools cost 15 to 40 EUR per internal user per month and fit poorly with your specific workflow steps. Beyond 200 active clients with a particular process, custom often becomes more profitable over 3 years.
Will clients really use it?
With a personalised invitation and notifications at each step, activation commonly reaches 60 to 75 % within three months. The password-free magic link is the single biggest factor.
Can the project be co-funded?
Some regional and national digitalisation schemes support SMEs, sometimes up to 50 % of eligible spend. Conditions change every year, so check them before signing.
Where is data hosted?
In the UK or the European Union, with an ISO 27001 certified host, or a health-certified one if you process medical data. Cost remains 50 to 200 EUR per month.
What if we change business software?
The connector is isolated in a dedicated module. Replacing it usually costs 3,000 to 8,000 EUR excl. VAT, without touching the rest of the portal.
Let's scope your project. Describe your case steps and current call volume: we will scope a portal between 18,000 and 45,000 EUR excl. VAT, delivered in 10 to 14 weeks. 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.
