The verdict in three sentences
An off-the-shelf SaaS costs little at first but climbs with every user added (15 to 80 EUR/user/month in 2026), whereas a custom portal requires ~25,000 EUR one-shot plus maintenance. The break-even sits around 40 users over 3 years: beyond that, custom becomes cheaper and makes you the owner of your data. The real decision hinges on three axes: total cost, customization, and vendor lock-in.
The 3-year total cost calculation
The SaaS trap is the per-user cost that explodes as the team grows. The table below compares cumulative cost over 3 years at different user volumes.
| Number of users | SaaS at 35 EUR/u/month (3 yrs) | Custom (build + 3 yrs maint.) | Winning option |
|---|---|---|---|
| 10 users | 12,600 EUR | ~34,000 EUR | SaaS |
| 25 users | 31,500 EUR | ~34,000 EUR | Tie |
| 40 users | 50,400 EUR | ~34,000 EUR | Custom |
| 80 users | 100,800 EUR | ~37,000 EUR | Custom |
| 150 users | 189,000 EUR | ~42,000 EUR | Custom |
Assumption: custom at 25,000 EUR build + ~3,000 to 6,000 EUR annual maintenance. SaaS stays unbeatable for small teams but becomes very costly past 40 users.
Beyond price: customization, data, lock-in
Cost is only part of the decision. Three qualitative criteria weigh heavily over the long run.
| Criterion | Off-the-shelf SaaS | Custom portal |
|---|---|---|
| Customization | Limited to vendor options | Total, aligned to your processes |
| Data ownership | Hosted by the vendor | You own it |
| Vendor lock-in | Strong (costly migration) | None (code is yours) |
| Setup time | A few days | 3 to 5 months |
| Evolutions | Vendor roadmap | You decide and prioritize |
| Marginal cost per user | High and rising | Near zero |
| Exposure to price hikes | Real | None |
If your process is standard and your team small, SaaS wins. If your business is specific, your volumes high or your data strategic, custom protects your margin and independence.
Mini case study
Mr. Lefebvre runs a 55-person advisory firm in Nantes. He uses a case-management SaaS at 42 EUR/user/month, i.e. 27,720 EUR/year, and the vendor just announced a 12% price rise. Over 3 years he will pay more than 90,000 EUR, with no way to adapt the tool to his workflows. He gets a custom portal quoted at 28,000 EUR build plus 5,000 EUR/year maintenance, i.e. 43,000 EUR over 3 years. Savings: more than 47,000 EUR over three years, plus data ownership and the end of dependence on price hikes. Break-even is reached in under 18 months.
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FAQ
From how many users is custom profitable?
Generally around 40 users over a 3-year horizon, with a SaaS at ~35 EUR/user/month. The higher the per-seat cost, the sooner break-even arrives.
Isn't SaaS safer and better maintained?
A serious SaaS handles security and updates, but you are subject to its roadmap and price hikes. A well-maintained custom portal (annual contract) offers the same security level with more control.
What happens if I want to leave my SaaS?
Migration can be long and costly: limited export, proprietary formats, data recovery. It is the main hidden cost of vendor lock-in.
Can we start on SaaS then move to custom?
Yes, it is a valid strategy: validate the need on SaaS, then internalize when volumes justify the investment. Plan for the data-migration cost.
Does custom really take 3 to 5 months?
Yes for a solid first scope. You can ship an MVP faster, then enrich by iterations, which spreads the investment.
Let's scope your project. Give us your user count, current SaaS and its monthly cost: we will compute your break-even and price the equivalent portal. 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.
