The verdict in three sentences
A custom business software built for 68,000 EUR in 2026 saved 22 hours of data entry per week and cut processing errors by 30%. It shortened DSO (customer payment delay) by 14 days, freeing up cash. Return on investment was reached in 11 months, with maintenance at 850 EUR/month.
Optimised processes and 2026 gains
The client, a B2B distribution SME in Toronto (85 employees), automated processes previously handled in Excel and by email. Here are the processes reworked and the gains measured.
| Process | Before (manual) | After (software) | Gain |
|---|---|---|---|
| Order entry | 14 h/wk | 3 h/wk | -11 h/wk |
| Invoice reconciliation | 6 h/wk | 1 h/wk | -5 h/wk |
| Customer follow-up tracking | 4 h/wk | 0.5 h/wk | -3.5 h/wk |
| Weekly reporting | 3 h/wk | 0.5 h/wk | -2.5 h/wk |
| Data entry error rate | 4.2% | 2.9% | -30% |
| DSO (average payment delay) | 58 d | 44 d | -14 d |
In total, 22 hours per week are freed, the equivalent of more than a half-time role reassigned to value-adding tasks.
Before / after cost and payback calculation
The gain must be converted into euros to justify the investment. Here is the return calculation.
| Element | 2026 value |
|---|---|
| Custom software build | 68,000 EUR |
| Maintenance | 850 EUR/mo |
| Average loaded hourly cost | 32 EUR/h |
| Hours saved / week | 22 h |
| Labour saving / year | ≈ 36,700 EUR |
| Cash gain (DSO -14 d) | ≈ 46,000 EUR working capital freed |
| Error cost reduction / year | ≈ 9,000 EUR |
The annual labour saving (22 h × 32 EUR × 47 weeks ≈ 33,000 EUR) plus the error cost reduction (≈ 9,000 EUR) gives a recurring gain of about 42,000 EUR/year. Net of maintenance (10,200 EUR/year), the net gain is near 32,000 EUR/year: the 68,000 EUR build is recouped in ≈ 11 months.
Mini case study
Eric, operations director at the Toronto SME, hesitated between a standard ERP and custom software at 68,000 EUR. He chose custom because his distribution processes were too specific. Result: 22 h/week recovered, i.e. ≈ 33,000 EUR of labour/year, plus 9,000 EUR of avoided errors and 46,000 EUR of working capital freed by the lower DSO. Payback is reached at 11 months; from year two, the software delivers a net gain of over 30,000 EUR.
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FAQ
How much does custom business software cost in 2026?
Between 40,000 and 120,000 EUR for an SME, depending on the number of modules and integration with existing systems. The case shown is 68,000 EUR for 4 automated processes.
Custom or standard ERP: how to choose?
If your processes are standard, an off-the-shelf ERP (2,000-15,000 EUR/year) is enough. If your processes are specific and differentiating, custom avoids twisting the company to fit a rigid tool.
How is a saved hour valued?
At the loaded hourly cost, here 32 EUR/h. 22 h/week × 32 EUR × 47 weeks represents about 33,000 EUR per year in reassignable labour savings.
Why does DSO drop by 14 days?
Automating reminders and invoice reconciliation speeds up collection. Going from 58 to 44 days of DSO here frees around 46,000 EUR of working capital.
How much does maintenance cost after delivery?
Expect maintenance of 800 to 1,500 EUR/month for software this size: fixes, minor evolutions, support and security updates.
Let's scope your project. Describe the processes to automate, your headcount and an indicative budget for a gains-driven custom software quote. 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.
