The verdict in three sentences
A custom HR employee portal costs between 20,000 and 50,000 EUR in 2026 depending on modules (leave, expenses, documents) and the depth of payroll integration. Expect a 3 to 6 month project and 700 to 1,800 EUR/month in maintenance. Below 150 employees, a market HRIS is often cheaper; beyond that, or with specific workflows, custom becomes competitive.
Cost per module in 2026
The budget depends on SSO, validation workflows and the payroll connection. 2026 ranges (order of magnitude, New York agency).
| Module | Range EUR | Timeline |
|---|---|---|
| Portal + SSO (Google, Azure AD) | 4,000 - 8,000 | 3-4 wks |
| Leave management + balances | 4,000 - 9,000 | 4-6 wks |
| Expense reports + approval | 4,000 - 9,000 | 4-6 wks |
| Document vault (payslips, contracts) | 3,000 - 7,000 | 3-4 wks |
| Multi-level validation workflow | 3,000 - 7,000 | 3-5 wks |
| Payroll integration (Silae, Sage Payroll) | 4,000 - 10,000 | 4-6 wks |
| HR dashboard + exports | 2,500 - 5,000 | 2-3 wks |
The validation workflow and payroll integration are the items that avoid the most re-keying and errors between managers, HR and the payroll officer.
Custom vs market HRIS
A SaaS HRIS bills per employee per month: the cost climbs with headcount. Custom has a fixed purchase cost but amortises over time.
| Criterion | Custom portal | Market HRIS |
|---|---|---|
| Upfront cost | 20,000 - 50,000 EUR | 0 - 5,000 EUR setup |
| Recurring cost | 700 - 1,800 EUR/month | 6 - 12 EUR/employee/month |
| Cost at 200 staff | ~1,200 EUR/month | 1,200 - 2,400 EUR/month |
| Workflow customisation | Full | Limited to options |
| Payroll integration | Native, on your tool | Standard connectors |
| Data ownership | Complete | Vendor lock-in |
At 200 employees, an HRIS at 10 EUR/employee costs 2,000 EUR/month, i.e. 24,000 EUR/year. Custom (35,000 EUR + 1,200 EUR/month) then amortises in about 3 years and becomes markedly cheaper.
Mini case study
Sophie, HR director of an industrial mid-cap in New York (280 employees), pays an HRIS at 9 EUR/employee/month, i.e. 30,240 EUR/year, with workflows that do not fit her approval circuits. A custom portal at 38,000 EUR (leave + expenses + payroll + SSO), maintained at 1,300 EUR/month (15,600 EUR/year), costs 53,600 EUR the first year, then 15,600 EUR/year. From year 2, she saves about 14,600 EUR/year versus the HRIS while matching her processes. Full payback in about 3 years.
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FAQ
At what headcount does custom become worthwhile?
Generally above 150 to 200 employees, or sooner if your validation workflows fall outside HRIS standards and generate re-keying.
Is SSO essential?
Highly recommended. A Google or Azure AD SSO (4,000 to 8,000 EUR) removes dedicated passwords and secures access to payslips and HR documents.
Can we connect the portal to payroll?
Yes. Integration with Silae or Sage Payroll costs 4,000 to 10,000 EUR and removes double entry of leave and payroll variables.
Is the portal data-protection compliant?
Yes, that is a baseline requirement: processing registry, consent management, retention periods and access logging for HR documents.
How long to go live?
A full portal ships in 3 to 6 months. A leave + documents + SSO base ships in 3 months.
Let's scope your project. Give us your headcount, your payroll software and your approval circuits, and we will frame an HR portal from 20,000 EUR and its break-even point. 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.
