The verdict in three sentences
In Dublin in 2026, an off-the-shelf SaaS at 20-80 EUR/user/month quickly costs 30,000-100,000 EUR/year for 50-100 users, capitalizing nothing. A custom tool at 40,000-90,000 EUR is a one-time investment that pays back in 2-4 years and removes the recurring licence. The right call depends on process specificity, data control and reversibility: custom wins when the process is a competitive advantage.
The real 4-year cost compared
The subscription trap is its cumulative cost. At 50-100 users, licences become the company's top software line, with no asset to show for it. Custom flips the logic: heavy upfront investment, low marginal cost afterwards.
| Scenario (75 users) | Upfront cost | Annual cost | 4-year total |
|---|---|---|---|
| Off-the-shelf at 30 EUR/user/month | 0 EUR | 27,000 EUR | 108,000 EUR |
| Off-the-shelf at 60 EUR/user/month | 0 EUR | 54,000 EUR | 216,000 EUR |
| Custom + maintenance | 65,000 EUR | 10,000 EUR | 105,000 EUR |
From 40-50 EUR/user/month, custom becomes competitive over 4 years while creating an asset you control. Below 20 EUR/user or for a generic need, subscription stays more rational.
Decision criteria beyond price
Cost is only one dimension. Three other criteria often settle the debate, especially in B2B where software touches the core business.
| Criterion | Off-the-shelf SaaS | Custom |
|---|---|---|
| Process fit | 60-80% | 100% |
| Data control | limited | total |
| Reversibility / lock-in | strong lock-in | owned asset |
| Time to deploy | days | 3-5 months |
| Evolvability | vendor roadmap | your roadmap |
If your process is standard, off-the-shelf is faster and less risky. If your process is a competitive advantage or the data is sensitive, custom justifies its lead time and cost.
Mini case study
Celine, COO of a logistics SME in Dublin, equips 80 staff with an industry SaaS at 45 EUR/user/month, or 43,200 EUR/year. Over 4 years, that is 172,800 EUR with no asset. A custom tool mirroring exactly her routing and billing rules costs 78,000 EUR plus 11,000 EUR/year maintenance, or 122,000 EUR over 4 years. Net saving: ~50,800 EUR, plus a tool matching 100% of her processes and fully controlled data. Break-even reached around 22 months.
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FAQ
At what price does custom become worthwhile?
From 40-50 EUR/user/month for 50-100 users, custom (40,000-90,000 EUR) becomes competitive over 4 years. Below 20 EUR/user or for a generic need, subscription stays more rational.
How much does an equivalent custom tool cost?
Between 40,000 and 90,000 EUR to build plus 8,000-15,000 EUR/year of maintenance in 2026. It is a one-time investment, versus a licence that never stops.
What is the main non-financial advantage of custom?
100% fit with your processes and total data control. When the process is a competitive advantage, no generic SaaS can match it.
What if my processes are standard?
Then off-the-shelf is the right choice: deployment in days, zero upfront cost and a vendor-maintained roadmap. Paying for custom on a commodity need is waste.
How do you handle reversibility with off-the-shelf SaaS?
Demand open data exports and a reversibility clause in the contract. Vendor lock-in is the main hidden risk of subscriptions, especially when prices rise.
Let's scope your project. Tell us your user count, your current SaaS and its per-user price, and we will compare subscription vs custom over 4 years with real numbers. 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.
