The verdict in three sentences
An off-the-shelf suite offers a fast start and a proven standard, but bills 40 to 90 EUR per user per month and creates vendor lock-in. Custom software requires roughly 50,000 EUR upfront plus 1,000 EUR per month of maintenance, but delivers exact fit and code ownership. The tipping point in favor of custom appears beyond ~15 staff or as soon as a specific business process justifies the gap.
The two models head to head
| Criterion | Off-the-shelf | Custom |
|---|---|---|
| Entry cost | Low (setup 2,000-5,000 EUR) | 40,000-90,000 EUR |
| Recurring cost | 40-90 EUR/user/month | ~1,000 EUR/month maintenance |
| Timeline | 2-6 weeks | 4-7 months |
| Customization | Limited to options | Total |
| Ownership | Licence (tenant) | Code and data owned |
| Scalability | Vendor roadmap | Your priorities |
| Dependency | High (lock-in) | Low |
| Project risk | Low | Medium (to scope) |
Total cost of ownership over 5 years
TCO is what really decides between the two options. Take a 20-person firm, 2026 order-of-magnitude assumptions.
| Year | Off-the-shelf (55 EUR/user/month) | Custom (50,000 EUR + 1,000/month) |
|---|---|---|
| Year 1 | 13,200 EUR | 62,000 EUR |
| Year 2 | 13,200 EUR | 12,000 EUR |
| Year 3 | 13,200 EUR | 12,000 EUR |
| Year 4 | 13,860 EUR (+5 %) | 12,000 EUR |
| Year 5 | 14,550 EUR | 12,000 EUR |
| 5-year total | 68,010 EUR | 110,000 EUR |
| Cost/staff/year | 680 EUR | 1,100 EUR |
At 20 staff, off-the-shelf is cheaper in pure cash. But at 30 staff, the suite exceeds 100,000 EUR over 5 years while custom stays flat: that is where the tipping point occurs, before even counting the value of a perfectly fitted process.
The criteria that tip the balance
Beyond price, five criteria decide. A firm with a standard workflow, small headcount and tight budget stays off-the-shelf. A firm with specific processes (advisory work, complex billing, a differentiating client portal), a growing headcount and a desire for control benefits from custom, often keeping the accounting engine and building the orchestration layer.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Mini case study
Marc, partner at a 28-person firm in Lyon, currently pays 65 EUR/staff/month, or 21,840 EUR per year. Over 5 years with +5 % annually, he will exceed 120,000 EUR. A custom build at 70,000 EUR + 12,000 EUR/year would cost him 130,000 EUR over 5 years, near parity, but with code ownership, total fit to his advisory work and no forced licence increases. With growing headcount (35 staff targeted), custom becomes clearly cheaper from year 3.
FAQ
From how many staff is custom worthwhile? Around 15 staff the math balances; beyond 25-30, custom often becomes cheaper over 5 years, and better fitted too.
Can we combine both? Yes, and it is common: keep the accounting engine and build a custom orchestration and client-portal layer connected via API.
Is custom riskier? Project risk exists but is managed through strict scoping, an MVP delivered in 4 months and successive batches rather than a big bang.
What happens if the suite vendor shuts down? That is the main dependency risk: a costly, forced migration. Custom removes it since you own the code.
How much is custom maintenance? Budget 10 to 18 % of the initial cost per year, about 1,000 EUR/month for a 70,000 EUR project.
Let's scope your project. Share your headcount, current suite and specific needs, and we will model the comparative 5-year TCO with an indicative budget. 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.
