The verdict in three sentences
When internal memos for a 900-employee group circulate on WhatsApp, information gets lost, versions contradict each other and nothing is traceable. A custom intranet at USD 20,000 to 50,000, built mobile-first, costs less over 3 years than a SaaS subscription billed at USD 4 to 8 per user per month. Success comes down to one metric: 80% of employees logging in at least weekly after 3 months.
Custom vs SaaS: the 2026 comparison for 900 employees
Figures below are 2026 ballparks in USD (with the FCFA equivalent at roughly 600 FCFA per USD for our African clients).
| Criterion | Microsoft 365 + SharePoint | Intranet SaaS (Staffbase, LumApps) | Custom intranet |
|---|---|---|---|
| Setup cost | USD 5,000 to 13,000 configuration | USD 8,000 to 20,000 | USD 20,000 to 50,000 |
| Annual recurring cost | USD 43,000 to 86,000 (USD 4 to 8 per user per month) | USD 50,000 to 100,000 | USD 4,000 to 8,000 (hosting + maintenance) |
| 3-year total cost | USD 135,000 to 273,000 | USD 158,000 to 320,000 | USD 32,000 to 75,000 |
| Accounts for frontline staff without email | License per account | Often a paid add-on | Phone number login with SMS OTP |
| Performance on weak connections and offline | Heavy | Fair | Optimized, offline mode possible |
| Leave workflow matching local labor law | Limited configuration | Rarely | Native |
| Local currency invoicing | Varies | No | Yes |
Microsoft 365 remains relevant if your managers already live in Outlook and Teams: the custom intranet can then plug into it (single sign-on) and cover only frontline staff.
Must-have modules and their price
A useful intranet starts small. Five modules people use beat fifteen they ignore.
| Module | Main use | Indicative 2026 price |
|---|---|---|
| News and memos with read receipts | Replace WhatsApp broadcasts | USD 3,300 to 6,700 |
| Directory of 900 staff by site and department | Find the right contact at each site | USD 2,500 to 5,000 |
| Leave and absence requests with approval | Employee, manager, HR workflow | USD 5,000 to 10,000 |
| HR documents (payslips, certificates, handbook) | Self-service, fewer HR desk requests | USD 4,200 to 8,300 |
| Android and iOS app (PWA) with notifications | Access for field teams without a computer | USD 3,300 to 10,000 |
| Surveys and idea box | Measure engagement by site | USD 1,700 to 3,300 |
| HR dashboard (headcount, absenteeism) | Management reporting | USD 3,300 to 6,700 |
The shared foundation (authentication, roles, hosting, security) adds USD 5,000 to 8,300 depending on integration with the existing payroll system.
Roll out in 3 months and reach 80% adoption
Typical timeline: 3 weeks of scoping and mockups with a panel of employees from the 7 sites, 6 weeks of development, 2 weeks of pilot on one site, then general rollout. Adoption depends less on technology than on three decisions: stop posting official memos on WhatsApp from an announced date, appoint a champion per site, and make leave requests possible only through the intranet. Budget USD 1,700 to 3,300 for the launch (posters, 30-minute sessions per team, champion kits).
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Mei Lin, HR director of a 900-employee food group with 7 sites across Singapore and Johor, prices two options. Microsoft 365 for everyone at USD 6 per month: 900 × 6 × 12 = USD 64,800 per year, or about USD 194,000 over 3 years with configuration. Custom intranet with 6 modules: USD 36,700, plus USD 5,800 per year in maintenance and hosting, i.e. USD 54,100 over 3 years. Saving: about USD 140,000. She also estimates that paper leave processing ties up 2 HR assistants half-time, roughly USD 8,000 per year freed for other work.
FAQ
Can employees without an email address log in?
Yes, with a phone number and an SMS code, at roughly USD 0.03 to 0.05 per SMS. That often covers 60 to 70% of an industrial group's workforce.
Does the intranet work on a weak connection?
A well-optimized progressive web app loads a page in under 3 seconds on 3G and keeps the latest news readable offline.
Where is employee data hosted?
With a host chosen together, in-region, in line with Singapore's PDPA or the applicable local data protection law. Hosting runs USD 130 to 420 per month.
Can it connect to the existing payroll software?
Yes, through file exports or an API depending on the software. Allow USD 2,500 to 6,700 to publish payslips automatically.
How long before 80% of employees use it?
With one champion per site and WhatsApp memos stopped, 8 to 12 weeks after launch is a realistic target.
Let's scope your project. We scope your intranet with your HR team, pick the priority modules and deliver a mobile version within 3 months, for USD 20,000 to 50,000. 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.
