The verdict in three sentences
For a 150-employee company, a SaaS HR platform costs between 14,400 and 27,000 EUR a year, often for three modules actually used out of ten. A targeted custom HR app (leave, annual reviews, onboarding, payroll export) costs between 50,000 and 100,000 EUR with a Dublin agency and pays back in two to four years depending on scope. Before signing, measure real usage of your current modules and price the payroll integration, which alone represents 15 to 25% of the budget.
SaaS HR or custom app: what a 150-employee company really pays
Per-employee pricing looks painless: 10 EUR a month seems small. Multiplied by 150 employees and 12 months, it still weighs 18,000 EUR a year, plus setup fees, add-on modules and annual price increases (often 3 to 7% at renewal). The table below compares the most common options in Ireland in 2026, as orders of magnitude.
| Option | Upfront cost | Annual recurring cost | 5-year cumulative cost |
|---|---|---|---|
| Entry-level HR SaaS (8 EUR/employee/month) | 2,000 to 4,000 EUR | 14,400 EUR | 74,000 to 76,000 EUR |
| Mid-range HR SaaS (12 EUR/employee/month) | 4,000 to 8,000 EUR | 21,600 EUR | 112,000 to 116,000 EUR |
| Full HR suite (15 EUR/employee/month) | 6,000 to 12,000 EUR | 27,000 EUR | 141,000 to 147,000 EUR |
| Targeted custom build, Dublin agency | 50,000 to 70,000 EUR | 7,000 to 10,000 EUR (maintenance + hosting) | 85,000 to 120,000 EUR |
| Extended custom build, Dublin agency | 70,000 to 100,000 EUR | 10,000 to 15,000 EUR | 120,000 to 175,000 EUR |
| Kolonell custom build (medium-complexity app) | 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) | maintenance 75,000 to 120,000 FCFA/month (110 to 180 EUR) | about 12,700 to 21,500 EUR |
Custom does not win every time. If your HR team truly uses workforce planning, skills management, compliance reporting and the training module of a SaaS, replacing it would cost more than keeping it. The typical case where custom wins: an HR suite bought to do everything, where only leave, absences and annual reviews are really used.
The scope that drives the price: modules, payroll integration and compliance
A custom HR app is priced module by module. The classic trap is trying to reproduce the full SaaS catalogue. A 150-employee company rarely needs more than five modules.
| Module | Estimated effort (days) | Dublin agency budget (day rate 800 EUR) | Priority |
|---|---|---|---|
| Leave, absences and time off with approval workflow | 12 to 18 | 9,600 to 14,400 EUR | Essential |
| Employee file and digital documents | 8 to 12 | 6,400 to 9,600 EUR | Essential |
| Annual and development reviews | 10 to 15 | 8,000 to 12,000 EUR | High |
| Onboarding and offboarding (checklists, access) | 6 to 10 | 4,800 to 8,000 EUR | Medium |
| Payroll variables export (API or file) | 10 to 20 | 8,000 to 16,000 EUR | Essential |
| Microsoft 365 or Google SSO, roles and permissions | 5 to 8 | 4,000 to 6,400 EUR | Essential |
| HR dashboards (absenteeism, turnover) | 6 to 10 | 4,800 to 8,000 EUR | Medium |
Payroll integration deserves special attention. Irish payroll tools such as BrightPay or Thesaurus accept imports of variables (absences, bonuses, overtime), and payroll must stay aligned with Revenue's real-time PAYE reporting. The most robust approach in 2026 is to generate an import file validated by your payroll provider, then move to an API once the flow is stable. On compliance, plan a GDPR record of processing, a retention period per document type (payslips, reviews, sick notes) and EU hosting.
Mini case study
Illustrative example: Claire, CFO of a 150-employee manufacturing company in Dublin, pays 12 EUR per employee per month for a full HR suite, i.e. 21,600 EUR a year. A usage audit shows only four modules are used: leave, documents, reviews and payroll export.
- Option A, stay on SaaS: 21,600 EUR a year plus a 5% annual increase, about 119,000 EUR over 5 years.
- Option B, targeted custom build with a Dublin agency: 65,000 EUR plus 9,000 EUR a year of maintenance and hosting, i.e. 110,000 EUR over 5 years.
- Option C, Kolonell custom build: 6,000,000 FCFA (about 9,150 EUR) plus Premium maintenance at 120,000 FCFA a month (about 180 EUR), i.e. about 20,000 EUR over 5 years, with EU hosting at 40 to 80 EUR a month.
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Option B only pays back around year four or five; option C from year one. In both cases, Claire owns the code and the data.
FAQ
How much does a custom HR app for 150 employees cost in 2026?
Expect 50,000 to 100,000 EUR with a Dublin agency for four to six modules, depending on the depth of the payroll integration. At Kolonell, a medium-complexity app costs between 4,000,000 and 7,000,000 FCFA, i.e. 6,100 to 10,670 EUR.
Can a custom HR app connect to our payroll software?
Yes, through variable import files or an API. Plan 10 to 20 days of work and a test phase covering two payroll cycles with your provider.
How long until the app goes live?
Between 10 and 16 weeks for a five-module scope, testing included. Going live early in the month, right after payroll close, limits the risk.
Is a custom build GDPR compliant?
It can be more compliant than a generic SaaS, because you choose EU hosting, retention periods and permissions. The record of processing and impact assessment remain your responsibility, with 2 to 3 days of scoping support.
What happens if we change payroll software?
Only the connector needs rebuilding, i.e. 10 to 20% of the initial budget. That is one of the advantages of an architecture where payroll is an isolated module.
Let's scope your project. Send us the list of HR modules you actually use and your headcount: we will price a targeted scope between 4,000,000 and 7,000,000 FCFA with a 10 to 16 week schedule. 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.
