The verdict in three sentences
A SaaS client portal costs 15 to 80 EUR per user per month in 2026, with no upfront investment but a cost that grows linearly with users. A custom portal requires 15,000 to 50,000 EUR excl. VAT one-off plus 15-20% annual maintenance, but its marginal cost per user is nearly zero. The switch point typically sits between 25 and 40 active users over 3 years, beyond which custom becomes cheaper and more strategic.
Structural comparison: SaaS vs custom
The choice is not only about price: customization, data ownership and vendor lock-in weigh heavily. Here are the key criteria.
| Criterion | SaaS subscription | Custom portal |
|---|---|---|
| Upfront cost | 0 - 2,000 EUR (setup) | 15,000 - 50,000 EUR excl. VAT |
| Recurring cost | 15 - 80 EUR / user / month | 15-20% of upfront / year |
| Customization | Limited to options | Total |
| Data ownership | With the vendor | With you |
| Setup time | 1 - 4 weeks | 3 - 5 months |
| Business integrations | Depends on connectors | Unlimited custom |
| Price-increase risk | High | None |
3-year TCO table
The honest comparison is on 3-year total cost of ownership (TCO), by number of users. Assumptions: SaaS at 40 EUR/user/month, custom at 30,000 EUR excl. VAT + 18% annual maintenance.
| Users | SaaS 3-year TCO | Custom 3-year TCO | Cheapest option |
|---|---|---|---|
| 10 | 14,400 EUR | 46,200 EUR | SaaS |
| 20 | 28,800 EUR | 46,200 EUR | SaaS |
| 30 | 43,200 EUR | 46,200 EUR | Near tie |
| 40 | 57,600 EUR | 46,200 EUR | Custom |
| 60 | 86,400 EUR | 46,200 EUR | Custom |
| 100 | 144,000 EUR | 46,200 EUR | Custom |
The crossover lands around 30 users. Beyond that, each extra user widens the gap in favor of custom.
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Mini case study
Nathalie, managing director of a B2B services SME in Bordeaux, compares both options for 45 users. SaaS at 40 EUR/month would cost 21,600 EUR per year, i.e. 64,800 EUR over 3 years. A custom portal at 30,000 EUR excl. VAT plus 18% maintenance comes to 46,200 EUR over 3 years, a saving of 18,600 EUR, while keeping data ownership and total customization. From year 4, the annual gap exceeds 16,000 EUR in favor of custom.
FAQ
From how many users does custom become worthwhile? In 2026, around 25 to 40 active users over a 3-year horizon, depending on the negotiated SaaS rate. The more expensive the SaaS per user, the lower the threshold.
Isn't SaaS safer and faster? It is faster to start (1 to 4 weeks) and maintained by the vendor, but you depend on its roadmap, pricing and data policy. Custom makes you independent.
Can we start on SaaS then migrate to custom? Yes, a common strategy: validate the need on SaaS, then bring it in-house when volume justifies the investment. Budget 3,000 to 8,000 EUR excl. VAT for data migration.
How do we compare honestly? Calculate 3- and 5-year TCO, include maintenance, SaaS price increases (often 5-10%/year) and the value of data ownership. Never compare upfront cost alone.
Does custom always cost more at the start? Yes, the upfront investment is heavier, but it stabilizes. SaaS looks cheap at first then becomes the most expensive line item as headcount grows.
Let's scope your project. Share your target number of users and indicative budget for a quantified TCO comparison and a custom quote between 15,000 and 50,000 EUR excl. VAT. 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.
