The verdict in three sentences
At 30 staff, vendor licensing costs about 30,000 EUR/year while custom demands 70,000 EUR build + 10,000 EUR/year. The break-even sits around 3.5 years, after which custom becomes clearly cheaper while giving you data ownership and exact workflows. Pick the vendor to start fast and standard, custom when your production processes are a competitive advantage.
Make vs buy: the real 5-year math
The sticker price misleads: the vendor bills every year, custom front-loads year 1 then lightens. Here is the projection for a 30-staff firm.
| Year | Vendor (30 staff) | Custom | Cumulative gap |
|---|---|---|---|
| Year 1 | 30,000 EUR | 70,000 EUR | +40,000 EUR |
| Year 2 | 30,000 EUR | 10,000 EUR | +20,000 EUR |
| Year 3 | 30,000 EUR | 10,000 EUR | 0 EUR |
| Year 4 | 30,000 EUR | 10,000 EUR | -20,000 EUR |
| Year 5 | 30,000 EUR | 10,000 EUR | -40,000 EUR |
| 5-year total | 150,000 EUR | 110,000 EUR | -40,000 EUR |
The crossover happens during year 4; over 5 years, custom saves 40,000 EUR at this volume.
What custom really changes
Beyond price, the decision hinges on customization, compliance and ownership. Let's compare point by point.
| Criterion | Off-the-shelf | Custom |
|---|---|---|
| Workflow customization | limited to settings | total |
| 2026 e-invoicing | supplied (vendor update) | to integrate (Factur-X, platform) |
| Data ownership | vendor hosts | you own |
| Exit / migration cost | high (lock-in) | controlled |
| Time to launch | 1 to 3 months | 4 to 6 months |
| Evolutions | vendor roadmap | on demand |
Generalized e-invoicing in France is a watch point: with the vendor it is maintained automatically, in custom it must be budgeted and connected to a partner dematerialization platform.
Mini case study
Sophie, managing partner of a 30-staff firm in Lyon, is hesitating. The vendor costs her 30,000 EUR/year, i.e. 150,000 EUR over 5 years, without ever owning anything. The custom quote comes in at 72,000 EUR + 10,000 EUR/year, i.e. 112,000 EUR over 5 years. She saves 38,000 EUR and, above all, automates three specific internal workflows that save her about 25 hours/month of data entry, nearly 300 hours/year reallocated to billable advisory.
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FAQ
What is the break-even between vendor and custom?
About 3.5 years for a 30-staff firm: the cumulative cost gap nets to zero around year 3-4, then custom becomes cheaper.
Does custom handle 2026 e-invoicing?
Yes if properly scoped. The spec must plan for Factur-X format and connection to a certified partner dematerialization platform.
Who owns the data in custom?
You do. It is a major advantage against vendor lock-in: no prohibitive exit cost nor dependence on an external roadmap.
How long to deploy custom?
Expect 4 to 6 months depending on the number of modules, versus 1 to 3 months to configure an off-the-shelf tool.
Can we do a hybrid model?
Yes: keep the vendor for regulated production and build custom the client portal and differentiating workflows. It is often the best cost/value ratio.
Let's scope your project. Tell us your headcount, the workflows to automate and your target budget, and we will price build, maintenance and break-even. 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.
