The verdict in three sentences
An off-the-shelf LMS billed at 4 to 8 EUR per user per month costs a 1,500-employee company between 72,000 and 144,000 EUR a year if everyone has an account. A custom e-learning platform with learning paths, quizzes and compliance tracking costs 40,000 to 90,000 EUR (excl. VAT), and becomes profitable from 800 active learners. Below 300 learners, stay on SaaS: custom only makes sense with volume or specific business needs.
What a custom platform includes
The L&D manager of a mid-sized manufacturer in Dublin handles onboarding, safety certifications, management training and, for its accredited training arm, the audit evidence regulators expect (Qualiopi in France, QQI-aligned records in Ireland).
| Module | Function | Indicative cost 2026 |
|---|---|---|
| Catalogue and learning paths | Paths by role, site, level, prerequisites | 7,000 to 15,000 EUR |
| Content player | Video, PDF, SCORM and xAPI | 6,000 to 13,000 EUR |
| Quizzes and assessments | Question banks, pass marks, certificates | 5,000 to 11,000 EUR |
| Tracking and reporting | Completion rates by site, skills plan export | 6,000 to 14,000 EUR |
| Compliance evidence | Attendance sign-off, immediate and follow-up evaluations, archiving | 4,000 to 10,000 EUR |
| SSO and directory | Microsoft Entra ID login, automatic account creation | 3,000 to 8,000 EUR |
| Mobile app or PWA | Access for frontline staff without a computer | 6,000 to 15,000 EUR |
A core of catalogue, player, quizzes, tracking and SSO sits around 40,000 EUR. With compliance, PWA and advanced reporting, budget 70,000 to 90,000 EUR, delivered in 4 to 6 months.
Five-year total cost
| Item | SaaS LMS 800 learners at 4 EUR | SaaS LMS 1,500 learners at 6 EUR | Custom (65,000 EUR) |
|---|---|---|---|
| Setup | 5,000 EUR | 8,000 EUR | 65,000 EUR |
| Annual cost | 38,400 EUR | 108,000 EUR | 12,000 EUR maintenance |
| Annual hosting | Included | Included | 3,000 to 5,000 EUR |
| 3-year total | 120,200 EUR | 332,000 EUR | 110,000 to 116,000 EUR |
| 5-year total | 197,000 EUR | 548,000 EUR | 140,000 to 150,000 EUR |
| Adding 200 employees | +9,600 EUR a year | +14,400 EUR a year | 0 EUR |
At 800 learners and the lowest rate, break-even comes around 3 years. At 1,500 learners, 5-year savings exceed 390,000 EUR.
Pitfalls to avoid
Content often costs more than the platform: a 20-minute interactive module costs 3,000 to 8,000 EUR to produce. Plan for migrating training history (often 2,000 to 5,000 EUR) so you do not lose certification evidence. Finally, require SCORM export of your content and code ownership, so you stay free to change vendors.
Mini case study
Aoife, L&D manager of a 1,500-employee food company near Dublin, pays 5 EUR per user per month for 1,100 active accounts, 66,000 EUR a year. She gets a quote for a custom platform at 72,000 EUR with compliance tracking and a PWA for line operators.
- Annual cost after delivery: 15,000 EUR (maintenance and hosting).
- Annual saving: 66,000 EUR minus 15,000 EUR, so 51,000 EUR.
- Payback: 72,000 EUR divided by 51,000 EUR, about 17 months.
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Over 5 years, net savings reach about 183,000 EUR, 2026 order of magnitude.
FAQ
How much does a custom corporate e-learning platform cost?
Between 40,000 and 90,000 EUR depending on modules, delivered in 4 to 6 months. Maintenance runs 10,000 to 15,000 EUR a year.
From how many learners is custom profitable?
Usually from 800 active learners over 3 years, even against an LMS at 4 EUR a month. Below 300, SaaS stays cheaper.
Can the platform handle compliance and audit evidence?
Yes: digital attendance, immediate and follow-up evaluations, timestamped archiving. This module costs 4,000 to 10,000 EUR.
Can we reuse our existing SCORM content?
Yes, the SCORM and xAPI player is part of the core. Migrating 50 modules usually takes 1 to 2 weeks.
How do frontline staff without computers get access?
Through a smartphone PWA or a shop-floor kiosk, with badge or QR code login. The module costs 6,000 to 15,000 EUR.
Let's scope your project. Send us your learner count, current LMS and compliance obligations: we price the scope, an indicative budget and a 4 to 6 month plan. 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.
