The verdict in three sentences
A custom BI dashboard costs between 15,000 and 50,000 EUR in 2026, with the dominant item being connectors and the data model, not the dataviz. A BI SaaS (Power BI, Metabase, Looker) at 10-70 EUR/user/month covers 80% of needs; custom is justified when sources are many, calculation rules complex and access rights critical. The ROI reads on reporting time: -70% and decisions made on fresh data rather than week-old exports.
What makes up the 2026 budget
A BI project breaks down into connectors (extract data), data model (clean and link it), dataviz (display it) and governance (role-based rights). The underestimated part is always data preparation.
| Item | Scope | 2026 estimate (EUR) |
|---|---|---|
| Source connectors | ERP, CRM, accounting, files | 4,000 - 12,000 |
| Data model | Cleaning, joins, KPIs | 5,000 - 15,000 |
| Dataviz & dashboards | Charts, filters, exports | 4,000 - 12,000 |
| Role-based rights | Segmentation, security | 2,000 - 7,000 |
| Automation & alerts | Refresh, notifications | 2,000 - 6,000 |
| Full project | Complete dashboard | 17,000 - 52,000 |
Timeline: 6-14 weeks. Annual maintenance: 12-18% of build (sources evolve).
BI SaaS vs custom dashboard
SaaS is fast and well-known; custom gives total control of the model and permissions. SaaS per-user cost climbs quickly with headcount.
| Criterion | BI SaaS (Power BI/Metabase) | Custom dashboard |
|---|---|---|
| Cost per user | 10 - 70 EUR/month | Included in build |
| 3-year cost (30 users) | 11,000 - 75,000 EUR | 25,000 - 60,000 EUR |
| Multiple/atypical sources | Standard connectors | Custom |
| Complex calculation rules | Limited | Unlimited |
| Fine-grained role rights | License-dependent | Total |
| Ownership & portability | Vendor | You |
| Time to launch | 2 - 6 weeks | 6 - 14 weeks |
For an SME under 15 users with standard sources, SaaS is unbeatable. Above 30 users or with exotic sources, custom becomes competitive again.
Mini case study
Thomas is CFO of an industrial SME in Amsterdam: three sources (production ERP, sales CRM, accounting software), a monthly report compiled by hand in Excel that takes two people about 40 hours a month. He hesitates between Power BI and a custom dashboard; his margin-per-production-line rules are too specific for SaaS. He invests 34,000 EUR in a custom dashboard (connectors + model + dataviz + rights).
Outcome: reporting cut by 70%, about 28 hours a month saved (~9,400 EUR/year at 28 EUR/hour). More importantly, margin decisions happen in real time: shutting down a loss-making line spotted in the first week avoided ~40,000 EUR of annual losses. Payback in under 2 years, not counting the value of faster decisions.
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FAQ
Why isn't dataviz the biggest item?
Because 60-70% of the effort is connectors and the data model. Charts on wrong data are useless: the value is in preparation.
Power BI or custom: how to decide?
If your sources are standard and calculations simple, Power BI or Metabase are enough. If your business rules are specific and access rights critical, custom is safer.
Is real time really necessary?
Not always: hourly or daily refresh often suffices. True real time raises connector costs; only ask for it if the decision requires it.
How much to add a new source later?
Budget 2,000 to 6,000 EUR per additional source depending on complexity. A modular architecture from the start limits this cost.
Can we manage different rights per department?
Yes, role-based segmentation (a salesperson sees only their figures, the CFO sees everything) costs 2,000 to 7,000 EUR and is essential once data is sensitive.
Let's scope your project. Tell us your data sources, key KPIs and permission needs, and we'll price a BI SaaS or custom dashboard to fit (15,000-50,000 EUR). 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.
