The verdict in three sentences
In 2026 the real trade-off is not the sticker price but the three-year total cost of ownership (TCO). Vertical SaaS costs 40-120 EUR/user/month, i.e. 30,000-90,000 EUR for 20 users, with no code ownership and shallow customisation. Custom software costs 30,000-60,000 EUR + 15%/year, but eliminates per-seat cost and fits your workflow exactly.
Three-year TCO, at equal headcount
The tipping point depends mostly on user count. Here is the comparison for a 20-person firm.
| Line | Vertical SaaS | Kolonell custom |
|---|---|---|
| Entry cost | 0-3,000 EUR (setup) | 30,000-60,000 EUR |
| 3-year subscription (20 users) | 28,800-86,400 EUR | 0 EUR (no seats) |
| Maintenance / evolutions | Included but frozen | 4,500-12,000 EUR/year |
| Deep customisation | No or costly | Included |
| Code ownership | No | Yes |
| 3-year TCO | 28,800-89,400 EUR | 43,500-96,000 EUR |
At 20 users the two options converge; below 10 users vertical wins; beyond 25-30 users custom becomes clearly cheaper.
The switching grid
Price is only one criterion. Here is when to switch based on headcount and business specificity.
| Situation | 2026 recommendation |
|---|---|
| Fewer than 8 users, standard process | Vertical SaaS |
| 8-20 users, some specifics | Vertical + integrations, or targeted custom |
| More than 20 users, differentiating process | Custom (TCO and customisation win) |
| Strong ERP/business integration need | Custom |
| Desire to own the software asset | Custom |
| Tight budget, immediate need | Vertical first, custom later |
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Mini case study
Jan runs a 24-person consulting firm. The vertical option costs 95 EUR/user/month, i.e. 27,360 EUR/year and 82,080 EUR over 3 years, with no ownership or customisation of his specific workflows. Custom costs 52,000 EUR + 8,000 EUR/year, i.e. 76,000 EUR over 3 years — cheaper, with code delivered and a tool matched to his process. Beyond year 3 the gap widens: no more per-seat subscription to pay.
FAQ
At what headcount does custom pay off? Generally beyond 20 users, or sooner if your processes are highly specific and poorly covered by vendors.
Is lock-in a real risk? Yes: with a vertical tool, your data and workflows depend on the vendor, and exit can be costly. Custom leaves you the code and data.
Can we start small then migrate? Absolutely. Many firms start on a vertical tool then switch to custom when headcount or integration needs grow.
Does custom maintenance cost more than a subscription? No: 15-20%/year of the build is almost always below cumulative per-seat subscriptions from 20 users up.
What about regulatory updates? They are included in custom maintenance, just as with a vendor — but prioritised to your needs.
Let's scope your project. Give us your headcount, current tools and business specifics; we'll compute your 3-year TCO and switching threshold. 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.
