The verdict in three sentences
A site tracking tool as a vertical SaaS costs 30 to 90 EUR/user/month, i.e. 7,000 to 20,000 EUR per year for a 15-person team. A custom build runs 35,000 to 80,000 EUR but pays off once you exceed 20 users or your processes (progress claims, subcontracting, retention) fall outside standard templates. The real gain is not the licence: it is protected margin per site, typically 2 to 4 points recovered on overruns.
What site tracking software covers
Scope drives price. A serious tool covers progress tracking, crew time logging, timestamped photos, progress claims and reconciliation against the original budget.
| Feature | Vertical SaaS | Custom | Margin impact |
|---|---|---|---|
| Progress by work package | Included | Tailored to phases | High |
| GPS crew clock-in | 5-15 EUR/user | Built in | Medium |
| Timestamped geotagged photos | Included | Unlimited | Medium |
| Progress claims / attachments | Often an add-on | Custom | Very high |
| Budget vs actual reconciliation | Basic | Line-item detail | Very high |
| Subcontractor management | Rare | Integrated | High |
| Retention handling | Rare | Automated | Medium |
2026 cost comparison
The figures below are 2026 ballpark estimates for the UK/EU market, excluding accounting integration and training.
| Solution | Upfront cost | Annual cost (15 users) | Customisation |
|---|---|---|---|
| Entry SaaS | 0 EUR | 5,400 - 9,000 EUR | Low |
| Mid-range SaaS | 1,500 EUR setup | 10,800 - 16,200 EUR | Medium |
| Premium SaaS | 3,000 EUR setup | 14,000 - 20,000 EUR | Medium |
| Custom MVP | 35,000 - 50,000 EUR | 6,000 EUR maintenance | Full |
| Full custom | 55,000 - 80,000 EUR | 9,000 EUR maintenance | Full |
Over 3 years, a premium SaaS at 20 users costs about 55,000 EUR in licences; an amortised custom build drops below that while remaining your asset.
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Mini case study
James, director of a groundworks SME in London (18 staff, 6 concurrent sites), lost on average 4 margin points per site to overruns spotted too late. Annual turnover: 3.2M EUR. Moving to real-time tracking (custom, 48,000 EUR), he catches drift by week 2 instead of month 2. Estimated result: 2.5 margin points recovered, roughly 80,000 EUR/year. The tool pays for itself in under 8 months, before counting admin time saved on monthly claims.
FAQ
Should I pick SaaS or custom? Below 12-15 users with standard processes, vertical SaaS at 30-90 EUR/user/month is fastest. Beyond that, or if your progress claims are specific, custom from 35,000 EUR becomes the better return.
How long to deploy? A SaaS goes live in 2-4 weeks. A custom MVP takes 8-12 weeks, a full project 4-6 months depending on accounting integrations.
Is GPS clock-in legal? Yes, under conditions: inform staff, limit the purpose to working time and register under data-protection rules. Include compliance in the spec.
What ROI should I realistically expect? Most SMEs target 2-4 margin points recovered on overruns plus 3-6 hours/week saved on reporting. On 3M EUR turnover that often tops 60,000 EUR/year.
Can it integrate our accounting? Yes: exports to major accounting packages or a dedicated API. Budget 3,000-8,000 EUR of integration depending on the system.
Let's scope your project. Tell us your number of sites, users and accounting integrations and we will price a configured SaaS or a custom build. 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.
