The verdict in three sentences
Below 15 users, Power BI or Metabase almost always wins on start-up cost. Beyond 25 to 30 users, per-seat licensing inflates the bill and a custom dashboard with no per-user fee becomes cheaper over 3 years. The right choice hinges on the number of users, source complexity and customization needs, not the sticker price of the licence.
The three options on the table in 2026
An industrial SMB finance director essentially has three routes to consolidate margin, cash and stock. Each has a different cost structure: recurring subscription, integration project, or amortized custom build.
| Option | Software cost | Integration/build | Recurring cost |
|---|---|---|---|
| Power BI Pro | EUR 10/user/month | EUR 6,000-15,000 | licence + 12-18%/yr maintenance |
| Metabase (open source self-hosted) | EUR 0 licence | EUR 5,000-12,000 | hosting EUR 80-250/month |
| Custom dashboard | EUR 0 per seat | EUR 15,000-40,000 | maintenance 12-18%/yr |
A BI consultant's day rate in Europe sits between EUR 600 and 780 in 2026 (ballpark). A 10-day Power BI integration therefore runs about EUR 6,000-7,800 in services, excluding licences.
3-year TCO, the only number that matters
The licence looks trivial at EUR 10/month. Multiplied by seats and 36 months, it changes everything. Here is a 2026 estimate for three team sizes.
| Number of users | Power BI Pro (3 yrs) | Metabase self-hosted (3 yrs) | Custom (3 yrs) |
|---|---|---|---|
| 5 users | 10,800 + 8,000 = EUR 18,800 | 6,300 + 9,000 = EUR 15,300 | EUR 22,000-30,000 |
| 15 users | 5,400x3 + 10,000 = EUR 26,200 | 6,300 + 10,000 = EUR 16,300 | EUR 24,000-34,000 |
| 30 users | 10,800x3 + 12,000 = EUR 44,400 | 7,200 + 12,000 = EUR 19,200 | EUR 28,000-40,000 |
| 60 users | 21,600x3 + 15,000 = EUR 79,800 | 9,000 + 12,000 = EUR 21,000 | EUR 32,000-44,000 |
Reading: at 5 users, custom is the most expensive. At 30 users, Power BI overtakes custom. At 60 users, the gap becomes huge in favor of self-hosted or custom, because per-seat licensing never stops.
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Mini case study
Sylvie, finance director of a 45-person distribution SMB, wants margin/cash/stock tracking for 22 users. In Power BI Pro: 22 x 10 x 36 = EUR 7,920/yr in licences, i.e. EUR 23,760 over 3 years, plus EUR 11,000 integration = EUR 34,760. A custom dashboard tailored to her 4 sources (ERP, bank, CRM, WMS): EUR 31,000 all-in over 3 years, with no cost per new user. She switches to custom, and every future hire no longer adds EUR 120/yr in licences.
FAQ
Is Power BI really cheaper to start? Yes, below 15 users the entry ticket is lower (EUR 10/month licence + EUR 6,000-15,000 integration). The gap reverses as the team grows.
Is Metabase open source free? The licence is, but self-hosting costs EUR 80-250/month and integration EUR 5,000-12,000. "Free" is still a project to budget.
When is custom justified? Beyond 25-30 users, with specific business calculations (margin per batch, DSO, stock turns) that standard tools make cumbersome.
How long for a custom dashboard? Expect 6 to 10 weeks depending on source count and calculation complexity. A POC can ship in 3 weeks.
Is maintenance included? No, budget 12-18%/yr of build cost for enhancements, fixes and connector version upgrades.
Let's scope your project. Tell us your sources (ERP, bank, CRM), user count and priority KPIs, and we'll price the most cost-effective option. 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.
