The verdict in three sentences
At low volume, SaaS wins on speed and zero capex; at high volume, custom wins on TCO, code ownership and data residency. The 2026 tipping point sits between 80 and 150 users, depending on billed integrations and lock-in cost. An executive team must reason over 3 years, not on the month-1 sticker price.
Three-year TCO at 50, 150 and 500 users
Let us compare SaaS at 20 EUR/user/month (integrations and SSO included) to a build at 45,000 EUR plus 700 EUR/month maintenance. 2026 order of magnitude.
| Users | SaaS 3 yrs | Build 3 yrs | Winner |
|---|---|---|---|
| 50 | 36,000 EUR | 70,200 EUR | SaaS |
| 100 | 72,000 EUR | 70,200 EUR | Tie |
| 150 | 108,000 EUR | 70,200 EUR | Build |
| 250 | 180,000 EUR | 70,200 EUR | Build |
| 500 | 360,000 EUR | 70,200 EUR | Build |
| 1000 | 720,000 EUR | 70,200 EUR | Build |
Beyond 100 users, the gap widens fast: at 500 users, custom costs 5 times less over 3 years.
Build vs SaaS switching criteria
Cost is not the only criterion. Here is a 2026 decision grid for an executive team.
| Criterion | Favours SaaS | Favours build |
|---|---|---|
| Number of users | < 80 | > 150 |
| Customisation need | Standard | High, business-specific |
| Data residency | Low sensitivity | EU mandatory, strict GDPR |
| Integrations | 1-2 simple | Multiple, complex ERP |
| Usage horizon | < 2 years | > 3 years |
| Exit cost / lock-in | Acceptable | Prohibitive |
| Code ownership | Not required | Strategic |
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Mini case study
An executive team led by Antoine, CIO, compares for 220 users. On SaaS at 20 EUR/user/month, the bill reaches 52,800 EUR/year, or 158,400 EUR over 3 years, with an estimated exit cost of 15,000 EUR on migration. A build at 45,000 EUR plus 700 EUR/month comes to 70,200 EUR over 3 years, code owned and hosted in the EU. Net saving: 88,200 EUR over 3 years, plus the removal of lock-in. The decision clearly leans custom.
FAQ
From what volume is custom worthwhile? Between 80 and 150 users over 3 years in most cases. Billed SaaS integrations lower that threshold.
What is lock-in cost? It is the cost and risk of being trapped with a vendor: price hikes, data dependency, exit fees (often 10,000-20,000 EUR for a migration). Custom eliminates it.
Does SaaS respect EU data residency? Not always; many host outside the EU or via US subprocessors. Custom guarantees EU hosting and controlled GDPR compliance.
How much is build maintenance? 400 to 1,000 EUR/month depending on scope, connectors and SLA. It covers security, evolutions and monitoring.
Can we start on SaaS then switch? Yes, a valid strategy at low volume. Plan for data export and exit cost from the moment you sign the SaaS.
Let's scope your project. Custom portal 25,000-65,000 EUR capex, 400-1,000 EUR/month maintenance, EU hosting and owned code: tell us your user count and horizon. 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.
