The verdict in three sentences
A custom rental portfolio management platform runs 55,000 to 130,000 EUR in Dublin in 2026, over 6 to 10 months. It handles leases, automated rent billing, claims, maintenance tickets and a self-service tenant portal. ROI comes from an estimated 30% cut in rent-billing time and a digitized tenant relationship.
Modules of a rental management platform
Managing a portfolio of several hundred units on spreadsheets quickly breaks down: due dates, rent reviews, charge reconciliations, reminders. Custom software automates these cycles. 2026 order of magnitude for a landlord/manager of 300 to 3,000 units.
| Module | Indicative cost (EUR) | Tenant portal | Main gain |
|---|---|---|---|
| Lease management | 9,000 - 18,000 | Read-only | Tracked due dates |
| Automated rent billing | 10,000 - 20,000 | Download | -30% time |
| Charge reconciliation | 8,000 - 16,000 | Detail | Reliable calc |
| Tenant portal | 10,000 - 20,000 | Yes | Fewer inbound calls |
| Maintenance tickets | 7,000 - 14,000 | Create | Job tracking |
| Claims & insurance | 6,000 - 13,000 | Report | Controlled delays |
| Accounting integration | 8,000 - 17,000 | No | No double entry |
Impact of portal and automation
Monthly rent billing and reminders are the most repetitive task. A tenant portal and automation shift part of the load to self-service. 2026 estimate per 500 units.
| Metric | Before | After (platform) |
|---|---|---|
| Monthly rent-billing time | 40 - 60 h | 12 - 20 h |
| Sending receipts | Manual | Automatic |
| Tenant calls/month | 120 - 200 | 60 - 100 |
| Ticket processing time | 6 - 10 days | 3 - 5 days |
| Claim reporting | Phone | Portal 24/7 |
| Reconciliation errors | Frequent | Rare |
Mini case study
Thomas, director of a rental management firm in Dublin (1,400 units, 9 managers). Manual monthly rent billing takes about 140 hours/month across the portfolio. With automated billing, that drops to 45 hours/month, i.e. 1,140 hours saved/year, about 40,000 EUR/year (35 EUR/loaded hour). Add fewer inbound calls thanks to the tenant portal: the 98,000 EUR investment pays back in under 30 months.
FAQ
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How much is the tenant portal alone?
The portal (receipts, tickets, claim reporting, documents) is 10,000 to 20,000 EUR. It is the module that most reduces inbound calls and emails.
Can rent billing be fully automatic?
Yes: automatic generation, sending and archiving of receipts, with scheduled reminders. Budget 10,000 to 20,000 EUR for this module, which cuts processing time by 30%.
Can we connect the platform to our accounting?
Yes. Accounting integration (entries, rent reconciliation) costs 8,000 to 17,000 EUR and removes double entry.
Timeline to manage a first unit?
A leases + billing core is live in 4 to 6 months; the full platform with portal and tickets in 6 to 10 months.
What annual maintenance budget?
Budget 12 to 18% of project cost per year, plus 200 to 500 EUR/month hosting depending on tenants connected to the portal.
Let's scope your project. Tell us your portfolio size, number of managers and accounting tools for a quote (indicative budget 55,000-130,000 EUR, 6-10 months). 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.
