The verdict in three sentences
In Barcelona as in Nice, a custom property management app for 220 short-term rental apartments costs EUR 35,000 to 75,000 excl. tax in 2026 (about USD 38,000 to 81,000), delivered in about 4 months. Market SaaS tools charge EUR 15 to 25 per unit per month, or EUR 39,600 to 66,000 a year at this volume, without fully covering your owner statements or your cleaning organisation. Custom software makes sense when it replaces 4 tools and avoids 1 admin hire.
What the budget covers
A 220-unit operator often juggles a channel manager, a cleaning tool, spreadsheets for owners and a messaging app for check-ins. The app centralises these flows around a single calendar.
| Module | Scope | Budget excl. tax (2026 ballpark) |
|---|---|---|
| Bookings and calendar | Airbnb, Booking and direct site sync via channel manager or iCal | EUR 8,000 to 16,000 |
| Cleaning and maintenance planning | Automatic assignment, mobile app for staff, inspection photos | EUR 6,000 to 14,000 |
| Check-in | Digital guidebook, smart lock codes, guest ID collection | EUR 5,000 to 11,000 |
| Owner statements | Revenue, commissions, costs, monthly PDF, owner portal | EUR 7,000 to 15,000 |
| Tourist tax and filings | Per-night calculation, city export, licence number | EUR 3,000 to 7,000 |
| Invoicing and payments | Owner invoicing, payouts, bank reconciliation | EUR 4,000 to 8,000 |
| QA, migration, training | 220 unit records, 12-month history, team training | EUR 2,000 to 4,000 |
The low end (EUR 35,000) keeps an off-the-shelf channel manager and builds the rest. The high end (EUR 75,000) adds direct platform sync and a full mobile app for field teams.
Custom build vs SaaS: 5-year comparison
| Criterion | Property management SaaS | Custom app |
|---|---|---|
| Upfront cost | EUR 0 to 3,000 setup | EUR 35,000 to 75,000 excl. tax |
| Annual cost (220 units) | EUR 39,600 to 66,000 | EUR 6,000 to 12,000 (hosting, maintenance) + channel manager EUR 5,000 to 9,000 |
| 5-year total | EUR 198,000 to 330,000 | EUR 90,000 to 180,000 |
| Custom owner statements | Fixed templates | Your own format |
| Portfolio growth (300 units) | Proportional cost | Near-fixed cost |
| Data and history | With the vendor | Owned by the company |
| Time to launch | 2 to 6 weeks | About 4 months |
Below 60 units, SaaS is generally more cost-effective. Above 150 units, the per-unit bill quickly exceeds the cost of a dedicated app.
Regulatory points to build in
Short-term rentals in both Barcelona and Nice require a registration or licence number per unit, tracking of nights rented and a tourist tax collected then paid to the authorities. Barcelona has announced it will phase out tourist apartment licences by 2028, and Spain's national rental registry has applied since July 2025, so reliable per-unit exports matter more than ever. This is a strong argument against spreadsheets.
Mini case study
Jordi, managing director of a short-term rental company in Barcelona, runs 220 apartments with 4 tools and 3 admin assistants. An all-in-one SaaS would cost 220 × EUR 20 × 12 = EUR 52,800 a year. He chooses a custom app at EUR 55,000 excl. tax, with EUR 9,000 maintenance and EUR 7,000 channel manager a year. Centralised statements and planning let him avoid replacing a departing employee: EUR 38,000 of loaded salary cost saved. Compared with the status quo, his annual gain is 38,000 − 16,000 = EUR 22,000, and the project pays back in two and a half years. Compared with SaaS, he saves EUR 36,800 a year from year two.
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FAQ
Can the app connect directly to Airbnb and Booking?
Direct connections require official partner status. The most reliable route is a certified channel manager at EUR 2 to 4 per unit per month, or iCal at zero cost but with sync delays.
How long to migrate from our 4 tools?
Allow 3 to 4 weeks at the end of the project to import 220 unit records, owners and 12 months of history, with a 2-week double-entry period.
Will owners get access?
Yes, an owner portal with calendar, revenue and monthly statements is included in the statements module, for EUR 7,000 to 15,000 excl. tax depending on detail.
What if we grow to 300 units?
Hosting cost rises by a few tens of euros a month. On SaaS, 80 extra units would add EUR 14,400 to 24,000 a year.
What maintenance should we plan?
About 10 to 15% of the initial budget a year, EUR 6,000 to 12,000 excl. tax, for hosting, security and regulatory updates.
Let's scope your project. Tell us your portfolio size, current tools and priorities, and we will price an app between EUR 35,000 and 75,000 excl. tax deliverable in 4 months, before your high season. 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.
