The verdict in three sentences
A firm director (accounting, legal, consulting) weighs a turnkey vertical solution (fast start, regulatory updates) against a custom build (own workflows, code ownership). The right answer depends on four factors: process specificity, number of users, integration needs and 5-year total cost of ownership (TCO). In practice, you tip toward custom above 12-15 users or when the vertical forces you to bend your processes.
The decision matrix
Score each criterion: the more you lean right, the more custom is justified.
| Criterion | Rather vertical | Rather custom |
|---|---|---|
| Process specificity | Standard | Atypical, competitive edge |
| Number of users | < 12 | > 12-15 |
| Integrations | 0-1 tool | 3+ systems to connect |
| Ownership / reversibility | Low importance | Strategic |
| Regulatory updates | Critical and evolving | Stable or outsourced |
| Usage horizon | < 3 years | 5 years and up |
The real comparison: 5-year TCO
The sticker price misleads. Here is a 15-user firm, all-in over 5 years.
| Item | Vertical solution | Custom build |
|---|---|---|
| Licences (15 users, 5 yrs) | EUR 54,000-90,000 | 0 |
| Initial development | 0 | EUR 40,000 |
| Configuration / setup | EUR 3,000-8,000 | included |
| Maintenance 5 yrs | included in subscription | EUR 30,000-40,000 |
| Code ownership | No | Yes |
| 5-year TCO (order of magnitude) | EUR 57,000-98,000 | EUR 70,000-80,000 |
At modest headcount, the vertical is often cheaper; but as headcount grows, licences accumulate or you want to own your tool, the gap closes and the custom asset gains value.
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Mini case study
Martin, director of a 15-person consulting firm in Bordeaux, is torn. The vertical he considers costs EUR 75/user/mo, i.e. EUR 67,500 over 5 years, but forces him to work around two key processes. He picks a hybrid path: he keeps a vertical block for accounting and builds a custom layer at EUR 28,000 for his differentiating workflows. Controlled TCO, strong adoption, and a software asset he owns. Estimated payback at 30 months, with a 20 % productivity gain on the targeted tasks.
FAQ
Can both approaches be combined? Yes, often the best option: keep the vertical for standard functions (accounting, updates) and build a custom layer for your differentiating processes. Typical cost: EUR 25,000-40,000.
At how many users does custom win? Generally above 12-15 users, since licences become the top cost item. Below that, a well-configured vertical stays rational.
Is custom risky? Risk is controlled by a tight scope (MVP), an agile method and batched deliveries. You avoid the tunnel by putting a useful first module into production in 6-10 weeks.
Who owns the data and code in custom? You do. That is a decisive argument: no vendor lock-in, guaranteed export and freedom to evolve the tool with any provider.
How do I estimate my 5-year TCO? Add licence x users x 60 months, configuration and exit costs for vertical; development + 5-year maintenance for custom. We provide this costed calculation in the quote.
Let's scope your project. Give us your headcount, your 2-3 differentiating processes and your integrations: we model your 5-year TCO and price the optimal path (vertical, custom or hybrid) between EUR 25,000 and 50,000. 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.
