The verdict in three sentences
A custom HR portal gives your employees a single self-service space (leave, documents, expenses, payslips) under your brand, for EUR 25,000 to 50,000 in 2026. It cuts administrative requests to HR by around 60 % and makes employees self-sufficient. For an SME of 50 to 200 people, it's often the best value/price ratio before considering a full HRIS.
What the portal covers and its cost
The portal is lighter than an HRIS: it focuses on employee self-service and interfaces with your existing tools.
| Block | Function | 2026 range |
|---|---|---|
| Leave & absences | Request, approval workflow, balances | EUR 6,000-11,000 |
| Payslip vault | Secure deposit, lifetime access | EUR 5,000-9,000 |
| Expense reports | Mobile entry, receipts, reimbursement | EUR 6,000-10,000 |
| HR documents | Certificates, contracts, self-service | EUR 4,000-8,000 |
| Mobile app & brand | PWA in the SME's colors | EUR 4,000-12,000 |
A full scope fits in the EUR 25,000-50,000 range, depending on the number of modules and the level of payroll integration.
The ROI of HR self-service
The main gain is recovered HR time: every automated request is one fewer inquiry.
| Indicator | Before portal | After portal |
|---|---|---|
| Admin HR requests / month | 100 % | -60 % |
| Time to get a certificate | 2-3 days | Instant (self-service) |
| Expense entry | Paper / email | Mobile, < 2 min |
| Access to payslips | Ask HR | Permanent vault |
| Leave workflow | Scattered emails | Tracked approval |
By removing 60 % of administrative requests, an SME frees a significant share of its HR team's time for higher-value tasks.
Mini case study
Julien, HR director of a 140-employee services SME in Nantes, estimates his HR team (2 people) spends 35 % of its time on repetitive administrative requests: certificates, leave balances, payslip copies. Across 2 FTEs at a loaded cost of EUR 55,000/year, that's ~EUR 38,500/year spent on these tasks. A custom HR portal at EUR 42,000 that removes 60 % of them saves ~EUR 23,000/year in HR time and improves the employee experience. Return on investment in under 24 months, excluding qualitative gains.
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FAQ
Does an HR portal replace a full HRIS?
No, it covers the employee self-service part. For an SME of 50-200 people it's often enough; beyond that, or with advanced payroll/review needs, you evolve toward an HRIS.
Is the payslip vault compliant?
Yes, we set up secure storage with lifetime employee access, encryption and traceability. GDPR compliance (retention periods, access rights) is built in from the design.
Can the portal connect to payroll?
Yes. We interface leave and expense variables with your payroll software via API, which removes monthly re-keying and makes payslips reliable.
Is there a mobile app?
Yes, as a PWA in the SME's colors: employees request leave and enter expenses from their phone, without going through the office.
What's the delivery time?
Allow 8 to 12 weeks for a multi-module portal. We often deliver the leave module + payslip vault first, in 5-6 weeks, for immediate impact.
Let's scope your project. Specify your headcount, the desired modules (leave, expenses, payslips, documents) and your payroll software: we frame a custom HR portal between EUR 25,000 and 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.
