The verdict in three sentences
SaaS booking software remains the right choice for 1 to 3 sites with uniform pricing and a standard customer journey. From 6 to 10 sites, with different prices per location, slots tied to equipment and a line-of-business system to feed, a custom module at EUR 20,000 to 45,000 reaches break-even within 24 to 36 months. Beyond cost, custom gives you back control of customer data and local search visibility, which SaaS often captures on your behalf.
What multi-site SaaS booking really costs
The per-site list price hides several items. For a network of inspection centres, garages, clinics or salons, in London or anywhere else, the real 2026 bill looks like this.
| SaaS item (9-site network) | Monthly range per site | Annual network cost |
|---|---|---|
| Base subscription | EUR 150 to 250 | EUR 16,200 to 27,000 |
| Online payment or deposit module | EUR 20 to 50 | EUR 2,160 to 5,400 |
| SMS reminders (400 per site) | EUR 30 to 60 | EUR 3,240 to 6,480 |
| Business software connector or API | EUR 0 to 40 | EUR 0 to 4,320 |
| Payment commission | 1.4 to 2.9% | EUR 1,800 to 3,700 |
| Total | EUR 200 to 400 | EUR 23,400 to 46,900 |
Over 4 years, the bill reaches EUR 94,000 to 188,000, with no asset at the end. And the network director still cannot run a different promotion in Croydon and in Camden, or automatically block a slot when an inspection lane is down for maintenance.
Custom module: scope and 2026 budget
| Level | Budget (excl. VAT) | Timeline | What is included |
|---|---|---|---|
| Core | EUR 20,000 to 26,000 | 6 to 8 weeks | Multi-site calendar, slots per resource, prices per site, email and SMS confirmation |
| Integrated | EUR 28,000 to 36,000 | 8 to 12 weeks | Core + online payment or deposit, promo codes per site, sync with business software |
| Complete | EUR 38,000 to 45,000 | 12 to 16 weeks | Integrated + customer account, re-inspection reminders, per-site dashboards, accounting export |
| Hosting and maintenance | EUR 300 to 700 per month | n/a | Monitoring, fixes, security updates |
| Transactional SMS | EUR 0.045 to 0.07 per SMS | n/a | Billed on usage by the carrier |
The module plugs into your existing website, on your own domain, which strengthens local SEO: each site gets a page with its real slots and prices, indexable by Google.
Break-even calculation
| 4-year scenario (9 sites) | SaaS | Custom, Integrated level |
|---|---|---|
| Initial investment | EUR 0 | EUR 32,000 |
| Annual recurring cost | EUR 35,000 | EUR 6,000 maintenance + EUR 3,000 SMS |
| Payment commissions | EUR 2,700 per year | EUR 1,500 per year (direct Stripe) |
| Cumulative cost at 24 months | EUR 75,400 | EUR 53,000 |
| Cumulative cost at 48 months | EUR 150,800 | EUR 74,000 |
| Break-even | n/a | 14 to 36 months depending on starting SaaS price |
With an entry-level SaaS at EUR 200 per site, break-even moves out to 30 to 36 months. With a premium SaaS at EUR 400, it drops below 18 months.
Switching criteria
Go custom if at least three of these apply: more than 6 sites, different prices or services per site, physical resources to schedule (lanes, rooms, chairs), a business system to feed without double entry, a need for consolidated customer data for marketing. Stay on SaaS if your network is still in test mode, if your rules change every quarter, or if nobody in-house can manage a supplier.
Mini case study
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Thomas, director of a network of 9 vehicle inspection centres, pays EUR 320 per month per site, or EUR 34,560 a year, plus EUR 2,700 in commissions. He orders an Integrated module at EUR 32,000, with EUR 9,000 a year for maintenance and SMS.
- Annual saving: EUR 37,260 minus EUR 10,500 (maintenance, SMS, Stripe fees) = EUR 26,760.
- Break-even: 32,000 / 26,760 = about 14 months.
- Bonus: the no-show rate falls from 11% to 6% thanks to a EUR 10 deposit, recovering about 1,900 inspections a year across the network.
FAQ
How long does it take to replace a SaaS booking tool without losing appointments?
Plan 2 weeks of parallel running after the 8 to 12 weeks of development. Existing bookings are imported, and the switch happens site by site over 1 to 2 weeks.
Does a custom module handle SMS reminders and deposits?
Yes, via an SMS carrier at EUR 0.045 to 0.07 per message and Stripe for deposits. A deposit of EUR 10 to 20 typically cuts no-shows by 40 to 50%.
What happens if the developer disappears?
If the contract assigns the code and gives you repository access, any team can take over. Require technical documentation and automated tests covering at least the booking and payment flows.
Can we keep SaaS for some sites?
Yes, during a 2 to 3 month pilot on 2 sites. Beyond that, running two systems costs more than the expected saving.
Will the module work with Reserve with Google?
A Reserve with Google integration can be added for EUR 3,000 to 6,000, subject to sector eligibility. It often brings 10 to 20% more bookings from Google Maps.
Let's scope your project. Tell us your number of sites, current tool and business software, and we will price a booking module between EUR 20,000 and 45,000 with break-even calculated on your own figures. 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.
