The verdict in three sentences
At medium volume (50 users), a SaaS at 25-60 EUR/user/month costs 45,000 to 108,000 EUR over 3 years, while a custom portal comes to 30,000-45,000 EUR of build plus 800-1,400 EUR/month maintenance. Custom becomes more cost-effective as soon as the number of users grows or your needs go beyond the standard. The real question is not the sticker price but the 3-year TCO, vendor lock-in and reversibility.
3-year TCO: SaaS vs custom
SaaS costs little up front but scales linearly with users. Custom requires an initial investment, then a stable run cost. Let's compare for 50 users.
| Item (50 users) | SaaS license | Custom portal |
|---|---|---|
| Initial cost | 0 - 5,000 EUR (setup) | 30,000 - 45,000 EUR |
| Subscription / run | 25-60 EUR/user/month | maintenance 800-1,400 EUR/month |
| Year 1 cost | 15,000 - 41,000 EUR | 42,000 - 62,000 EUR |
| 3-year cost | 45,000 - 108,000 EUR | 59,000 - 95,000 EUR |
| Customisation | Limited | Total |
| Data ownership | Vendor | You |
Break-even and decision criteria
The crossover depends on the number of users and the per-seat price. Beyond a certain threshold, custom wins mechanically.
| Number of users | SaaS 40 EUR/user (3 yrs) | Custom (3 yrs) | Advantage |
|---|---|---|---|
| 20 users | 28,800 EUR | ~59,000 EUR | SaaS |
| 50 users | 72,000 EUR | ~66,000 EUR | Custom |
| 100 users | 144,000 EUR | ~72,000 EUR | Custom |
| 200 users | 288,000 EUR | ~80,000 EUR | Custom |
| Non-standard need | add-on / impossible | included | Custom |
| Reversibility | low | high | Custom |
Mini case study
Sarah, CFO of an industrial SME in Amsterdam (80 target users), hesitates between a SaaS at 45 EUR/user/month and a custom portal. The SaaS would cost 80 x 45 x 36 = 129,600 EUR over 3 years, excluding setup. The custom portal is quoted at 40,000 EUR of build plus 1,200 EUR/month maintenance, i.e. 40,000 + 43,200 = 83,200 EUR over 3 years. Three-year saving: about 46,400 EUR, plus data ownership and a controlled roadmap. Break-even is reached in year 2; beyond 80 users, the gap widens further.
FAQ
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From how many users does custom become cost-effective?
In 2026, around 40-50 users at 40 EUR/user/month, the 3-year TCO of custom drops below SaaS. Beyond that, the gap widens strongly in favour of custom.
Isn't SaaS simpler to start?
Yes, the initial cost is near zero and deployment is fast. But you pay every seat every month, with no data ownership or deep customisation.
What is vendor lock-in?
It is the risk of enduring price hikes, feature changes or service shutdown. With a custom portal, you control the roadmap and the hosting.
Reversibility, in practice?
With custom, a data-export and source-code handover clause guarantees your autonomy. With SaaS, exit can be costly and technically constrained.
Can we start on SaaS then migrate to custom?
Yes, it is a common path: validate the need on SaaS, then bring it in-house via a custom portal when volume or specific needs justify the investment.
Let's scope your project. Give us your target user count and your non-standard needs, and we will model the 3-year TCO of SaaS vs custom for your case. 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.
