The verdict in three sentences
In 2026, off-the-shelf SaaS (e.g. Odoo) goes live fast (6-12 weeks) but stacks a licence of EUR 24 to 50/user/month plus EUR 8,000 to 30,000 of implementation, whereas custom software costs EUR 40,000 to 100,000 once, with no recurring licence. The break-even for custom sits around 20 to 30 users over 5 years. The real criterion isn't price, it's the specificity of your processes and your tolerance for vendor lock-in.
Sticker cost: SaaS vs custom
Two opposite cost structures: recurring opex versus upfront capex.
| Item | Off-the-shelf (2026) | Custom (2026) |
|---|---|---|
| Upfront cost | EUR 8,000 - 30,000 (implementer) | EUR 40,000 - 100,000 |
| Licence | EUR 24 - 50/user/month | EUR 0 |
| Time to go live | 6 - 12 weeks | 12 - 20 weeks |
| Deep customisation | Limited / risky at upgrades | Full |
| Annual maintenance | Partly included + vendor | 15-20 % of build |
| Code ownership | No (vendor) | You |
Off-the-shelf wins on time-to-market and entry cost; custom wins on the absence of licence and full control.
5-year TCO (30 users)
2026 order-of-magnitude projection for 30 users, assuming SaaS at EUR 35/user/month.
| Year | Off-the-shelf cumulative | Custom cumulative |
|---|---|---|
| Upfront | EUR 20,000 | EUR 70,000 |
| Year 1 | EUR 32,600 | EUR 80,500 |
| Year 2 | EUR 45,200 | EUR 91,000 |
| Year 3 | EUR 57,800 | EUR 101,500 |
| Year 4 | EUR 70,400 | EUR 112,000 |
| Year 5 | EUR 83,000 | EUR 122,500 |
At 30 users, off-the-shelf stays cheaper over 5 years, but the gap narrows each year and SaaS price hikes (8-15 %/year) can flip the trend. Below 15 users, SaaS wins comfortably; above 50 users with highly specific processes, custom becomes competitive.
Decision criteria beyond price
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| Criterion | Choose off-the-shelf | Choose custom |
|---|---|---|
| Standard market processes | Yes | No |
| Competitive edge in the tool | No | Yes |
| Limited upfront budget | Yes | No |
| Aversion to vendor lock-in | No | Yes |
| Need for frequent, free changes | No | Yes |
| Highly specific integrations | Module-dependent | Yes |
Mini case study
Sophie, head of a trading SME in Amsterdam (28 users), is torn. Off-the-shelf would cost her EUR 20,000 to implement then ~EUR 11,760/year in licence, i.e. ~EUR 79,000 over 5 years. Custom at EUR 68,000 plus 15 % annual maintenance reaches ~EUR 119,000 over 5 years. She picks off-the-shelf... until she finds 3 of her reverse-logistics processes don't fit the standard: the customisation quote adds EUR 28,000 and jeopardises her upgrades. Custom becomes the rational choice again.
FAQ
From how many users does custom pay off? As a rule, beyond 20-30 users over a 5-year horizon, especially if SaaS licence hikes exceed 10 %/year. Below that, off-the-shelf stays cheaper.
Is off-the-shelf really upgrade-blocking? Deep customisations can break at major version bumps and require paid rework. The more you customise, the more you lose its main advantage: standardisation.
Does custom really have no recurring cost? It does: budget 15 to 20 % of the build cost per year for maintenance and changes. But you pay no per-user licence, which changes everything at scale.
Can we start on SaaS then migrate? Yes, that's a valid strategy: validate processes on SaaS, then replace with custom the modules that become a competitive edge. Migration has a cost, to anticipate.
Who owns the data and code? With off-the-shelf, the vendor controls the platform; with custom, you own code and data. That's decisive if your tool is core to your differentiation.
Let's scope your project. Tell us your user count, your critical processes and your indicative budget, and we'll model your off-the-shelf vs custom 5-year TCO. 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.
