The verdict in three sentences
A custom client portal for an Amsterdam industrial SME costs between 28,000 and 65,000 EUR depending on modules (order tracking, documents, ticketing, EDI). By comparison, a locked-down off-the-shelf SaaS costs 9,000 to 18,000 EUR/year but traps you within its customization and ERP-integration limits. Over three years, custom becomes profitable as soon as the portal touches your specific processes or your existing information system.
What a custom client portal really costs
Price depends first on functional scope. An "order tracking only" portal sits at the low end; add document management, ticketing and ERP integration and you climb toward 55,000-65,000 EUR. The average day rate of a serious European agency in 2026 is around 520 EUR (order of magnitude), with seniors at 600-700 EUR.
| Line item | Indicative effort | 2026 cost (EUR) |
|---|---|---|
| Scoping & functional specs | 8-9 days | 4,500 |
| UX/UI design | 11-12 days | 6,000 |
| Development (front + back) | 42 days | 22,000 |
| ERP integration (SAP B1, Exact, AFAS) | 15 days | 8,000 |
| QA, security & GDPR compliance | 7 days | 3,500 |
| Typical project total | ~83 days | 44,000 |
Then budget an annual maintenance (ongoing support) of 15 to 20% of the build, i.e. 6,600 to 8,800 EUR/year, covering fixes, upgrades and small enhancements.
Custom vs. locked-down SaaS: the real trade-off
| Criterion | Custom portal | Locked-down SaaS |
|---|---|---|
| Entry cost | 28,000-65,000 EUR | 0-3,000 EUR setup |
| Recurring cost | 6,600-8,800 EUR/yr (support) | 9,000-18,000 EUR/yr |
| ERP integration | Native, on your flows | Limited/paid connectors |
| Customization | Unlimited | Capped by options |
| Code ownership | You | The vendor |
| 3-year cost | 41,000-83,000 EUR | 27,000-54,000 EUR |
| 5-year cost | 55,000-100,000 EUR | 45,000-90,000 EUR |
The tipping point lands around year four: SaaS stays cheaper while you accept its limits, but every billed customization and every connector brings the two curves together.
Mini case study
Anton, operations director at an Amsterdam sheet-metal SME (52 staff), manages 340 clients through email and shared Excel files. He loses roughly 1.5 days/week resending order statuses and delivery notes. Costing that time at a loaded rate of 320 EUR/day, it represents about 22,000 EUR/year of non-billable admin.
Anton invests 44,000 EUR in a custom portal (order tracking + documents + ticketing, integrated with his ERP). From year one he recovers the equivalent of 22,000 EUR of productivity and cuts after-sales calls by 30%. Payback in about 24 months, after which the portal becomes a net asset.
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FAQ
How much does a minimal client portal cost?
An MVP "order tracking + document space" starts around 22,000-28,000 EUR, deliverable in 8 weeks, with no deep ERP integration at first.
Must the ERP be integrated from launch?
No. Many SMEs start with an automated daily import (CSV/light API) at 3,000-4,000 EUR, then move to real-time integration (8,000 EUR) in phase 2.
What budget for GDPR compliance?
Budget 3,000 to 4,000 EUR for the processing register, consent management, encryption and access rights. It is essential for B2B client data.
What is a realistic go-live timeline?
Between 10 and 14 weeks for a full portal, including 2 weeks of scoping and 2 weeks of acceptance testing. An MVP ships in 8 weeks.
What annual maintenance cost should I plan?
Between 15 and 20% of the build cost, i.e. 6,600 to 8,800 EUR/year for a 44,000 EUR project, secure hosting included in some cases.
Let's scope your project. Tell us your priority modules, your current ERP and your target budget, and we'll frame a realistic portal. 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.
