The verdict in three sentences
A custom business platform for an SME costs between 40,000 and 90,000 EUR in 2026, with a phase 1 (core module) around 25,000 EUR delivered in 3 to 4 months. Maintenance and evolutions then represent 800 to 1,500 EUR/month. Custom is justified when no off-the-shelf software fits your real process: the gain is measured in administrative hours saved and data-entry errors avoided.
How much a business platform costs and why
Price depends on the number of processes modeled, user volume, integrations and level of automation. An industrial SME running quotes, production and invoicing in a single tool has a different scope from a firm tracking client cases.
| Platform scope | Budget EUR | Timeline | Example |
|---|---|---|---|
| Phase 1 - core module | 22,000 - 28,000 | 3-4 months | 1 central process, roles, simple reporting |
| Standard platform | 40,000 - 60,000 | 4-6 months | 2-3 processes, integrations, accounting exports |
| Extended platform | 65,000 - 90,000 | 6-7 months | Multi-module, API, automation, mobile |
| Monthly maintenance | 800 - 1,500 /month | ongoing | Fixes, evolutions, support |
| Managed hosting | 150 - 400 /month | ongoing | Servers, backups, monitoring |
Make vs buy: the real trade-off
Before building, compare honestly with off-the-shelf software. Custom wins when your process is a competitive advantage or too specific for a standard tool.
| Criterion | Off-the-shelf (buy) | Custom (make) |
|---|---|---|
| Upfront cost | 3,000 - 15,000 EUR setup | 40,000 - 90,000 EUR |
| Recurring cost | 15-60 EUR/user/month | 800-1,500 EUR/month maintenance |
| Process fit | 60-80 % | 95-100 % |
| Time to deploy | 4-8 weeks | 4-7 months |
| Vendor lock-in | High | None (code is yours) |
| Evolvability | Limited to vendor roadmap | Total |
| Ideal if | Standard process | Differentiating process |
At 40 users, off-the-shelf software at 40 EUR/user/month costs 19,200 EUR/year, i.e. ~96,000 EUR over 5 years excluding setup. Custom at 60,000 EUR + 1,200 EUR/month maintenance comes to ~132,000 EUR over 5 years, but with no vendor lock-in and full fit. The calculation quickly favors make once the off-the-shelf tool forces time-costly workarounds.
The real gain: hours and errors
An SME replacing shared spreadsheets recovers, as a 2026 order of magnitude, 6 to 10 hours per week of re-entry and reconciliation, and cuts data-entry errors by a factor of 3 to 5. On an administrative team of 4 at a 35 EUR loaded hourly cost, 8 hours saved per week represents ~14,500 EUR/year of reallocated capacity.
Mini case study
Claire, CFO of an industrial SME in Lyon (52 employees), runs quotes and production across 6 shared Excel files. Version errors and double entry cost her about 9 hours/week across 3 people. Platform quote: phase 1 at 26,000 EUR (quote-production core, 4 months), then an invoicing extension at 22,000 EUR. Maintenance 1,100 EUR/month. Estimated gain: 9 hrs/week x 35 EUR x 46 weeks = ~14,500 EUR/year, plus reduced invoicing errors. Phase 1 pays back in about 22 months, before even counting the reliability regained.
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FAQ
Why not keep Excel if it works?
Excel quickly hits limits in multi-user settings: version conflicts, no traceability, silent errors. Beyond 15-20 users or several linked processes, the hidden cost exceeds that of a platform.
Can the budget be spread over time?
Yes, and it is recommended. You ship a phase-1 core module at 22,000-28,000 EUR, put it in production, then add modules in milestones funded by the gains realized.
How much does maintenance cost after delivery?
Maintenance runs 800 to 1,500 EUR/month depending on platform size: it covers fixes, small evolutions and support. Managed hosting adds 150 to 400 EUR/month.
Custom or off-the-shelf: how to decide?
If your process is standard, off-the-shelf at 15-60 EUR/user/month is enough. If it is differentiating or forces too many workarounds, custom offers 95-100 % fit and no vendor lock-in.
Who owns the code of a custom platform?
You do. It is a company asset, unlike a software subscription. You can change vendor or bring maintenance in-house.
Let's scope your project. Describe your current processes, your number of users and a target budget, and we will frame a right-priced phase-1 core module. 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.
