The verdict in three sentences
An MVP client portal in New York runs between 25,000 and 60,000 EUR (roughly 27,000-65,000 USD) and ships in 10 to 16 weeks, depending on the module count. The bulk of the ticket is not the interface but secure authentication, document management and integrations with your billing or CRM. The payoff is fast: -30 to -45 % support tickets and -25 % calls, meaning ROI within 8 to 14 months for an SMB with 20 to 200 active clients.
What each module costs in 2026
A portal is built brick by brick. Here is a 2026 order of magnitude for a mid-market build, in EUR, excluding third-party subscriptions.
| Module | Indicative cost (EUR) | Added lead time |
|---|---|---|
| MVP core (auth, roles, dashboard) | 18,000 - 28,000 | 5-7 wks |
| Document area (upload, versioning, sharing) | 6,000 - 10,000 | 2-3 wks |
| Order / project tracking | 5,000 - 9,000 | 2-3 wks |
| Internal messaging + notifications | 4,000 - 7,000 | 1-2 wks |
| Billing module (history, PDF) | +8,000 | 2-3 wks |
| Online payment (Stripe/ACH) | +5,000 | 1-2 wks |
| Enterprise SSO (SAML/OIDC) | +6,000 | 1-2 wks |
A sensible MVP combines core + documents + tracking, i.e. 29,000 to 47,000 EUR. The billing and payment modules pay back fastest because they remove manual dunning.
Total cost of ownership over 3 years
Initial development is only part of it. Here is the 3-year TCO for a 50-150 user portal.
| Line item | Year 1 | Years 2-3 (each) |
|---|---|---|
| Initial development | 38,000 EUR | - |
| Hosting (managed cloud) | 1,800 EUR | 1,800 EUR |
| Corrective maintenance + security | 4,500 EUR | 6,000 EUR |
| Enhancements (new modules) | 3,000 EUR | 8,000 EUR |
| Third-party services (auth, mail, storage) | 1,200 EUR | 1,200 EUR |
| Total | 48,500 EUR | 17,000 EUR |
Over 3 years, budget around 82,500 EUR. Weigh that against the 2-3 support FTEs partially freed by self-service.
Mini case study
Sarah, COO of a 45-person industrial SMB in New Jersey, served 120 B2B clients with 2 people dedicated to order-status calls. Annual cost of that support: about 86,000 USD (fully loaded). After an MVP portal at 41,000 EUR (core + documents + tracking + billing), calls dropped 25 % and tickets 40 %. One of the two people moved to sales follow-up, freeing ~40,000 USD/year. ROI reached in 13 months, even before the cash-flow gains from online payment.
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FAQ
How long until a usable first portal?
Expect 10 to 16 weeks for a 3-4 module MVP. A first clickable version (auth + dashboard) can ship as early as week 5 to validate usability with your clients.
Should we start from a SaaS product rather than custom?
If your need is standard, a SaaS at 15-40 EUR/user/month is enough. Custom becomes worthwhile beyond 60-80 users or when you must embed billing and specific business rules.
Is the payment module really worth it?
Yes: for +5,000 EUR it removes manual dunning and shortens collection time by 10 to 20 days. On 800,000 EUR collected per year, that is several thousand euros of freed cash.
Can the portal connect to our CRM and billing software?
Yes, via API or connectors. Budget 4,000 to 9,000 EUR per integration depending on the maturity of the third-party API (Salesforce, HubSpot, QuickBooks, NetSuite).
What annual maintenance budget should we plan?
Between 10 and 18 % of the development cost per year, i.e. 4,000 to 8,000 EUR for a mid-size portal, covering security, updates and small enhancements.
Let's scope your project. Tell us your priority modules (documents, tracking, billing, payment), your user volume and target timeline, and we will frame the budget. 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.
