The verdict in three sentences
Below 40 users and a 24-month horizon, off-the-shelf SaaS wins on cash flow. Beyond that, per-seat billing becomes a lifelong rent, whereas a custom build amortizes its upfront cost in 3-4 years while killing vendor lock-in. The real question isn't "what does it cost" but "at what volume and duration does my subscription exceed the custom TCO."
Two radically different cost models
SaaS bills a recurring stream indexed on seats; custom demands an upfront investment (CAPEX) followed by moderate maintenance. Here are 2026 orders of magnitude.
| Item | Off-the-shelf SaaS | Custom application |
|---|---|---|
| Entry cost | 0 EUR (light setup) | 45,000 – 120,000 EUR one-time |
| Recurring | 30 – 80 EUR/user/month | Maintenance 15 – 20 %/yr of build |
| 50 users | 25,000 – 60,000 EUR/yr | ~9,000 – 18,000 EUR/yr (maint.) |
| Hosting | included | 80 – 300 EUR/month (cloud) |
| Time to launch | 1 – 4 weeks | 3 – 6 months |
| Code ownership | no (lock-in) | yes (100 % yours) |
A serious agency day rate sits between 450 and 650 EUR in 2026. A 45,000 EUR build is roughly 75-100 person-days; a 120,000 EUR project mobilizes 200-260 person-days over 4-6 months.
Breakeven, quantified over 5 years
The honest comparison is 5-year TCO, including maintenance and hosting for custom, and annual 10-15 % price hikes for SaaS.
| Scenario (5 yrs) | SaaS 50 EUR/user/mo | Custom 70,000 EUR build |
|---|---|---|
| 20 users | ~68,000 EUR | ~120,000 EUR |
| 40 users | ~135,000 EUR | ~123,000 EUR |
| 80 users | ~270,000 EUR | ~128,000 EUR |
| 150 users | ~510,000 EUR | ~140,000 EUR |
| Exit/migration cost | 15,000 – 40,000 EUR | 0 (code owned) |
The tipping point sits around 40 users. Below it, stay on SaaS. Above it, every added seat widens the gap: at 150 users, custom costs 3.6x less over 5 years. Add the exit cost of leaving a SaaS (data export, re-integration, retraining), often underestimated, which effectively locks in your organization.
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Mini case study
Thomas, CIO of a 220-employee industrial mid-cap, pays a production-management SaaS at 62 EUR/user/month for 55 seats, i.e. 40,920 EUR/year. With the announced 12 % hike, he projects 46,000 EUR next year. A custom build quoted at 82,000 EUR (135 person-days at 610 EUR) plus 14,000 EUR maintenance/yr brings his 5-year TCO to about 152,000 EUR, versus 261,000 EUR staying on SaaS (hikes included). Net 5-year saving: ~109,000 EUR, plus code ownership and no per-seat surcharge on every new hire.
FAQ
What does a custom web app really cost in 2026? Expect 45,000 to 120,000 EUR for a standard business scope, i.e. 75-260 person-days at a 450-650 EUR day rate. A tight MVP can start at 25,000 – 35,000 EUR.
At how many users does custom become worthwhile? The 2026 average threshold is around 40 users over a 3-4 year horizon. Beyond it, every extra SaaS seat (30-80 EUR/month) inflates a TCO that custom has already frozen.
What maintenance budget should I plan? Between 15 and 20 % of build cost per year, i.e. 9,000 to 24,000 EUR/year for a 60,000-120,000 EUR project, covering fixes, minor evolutions, security and updates.
What are the delivery timelines? SaaS is live in 1-4 weeks; custom takes 3-6 months by scope. A prior 2-4 week scoping phase de-risks the plan and the fixed price.
Does custom really remove vendor lock-in? Yes, if the contract includes full source-code transfer and hosting with a provider of your choice. You're no longer captive to a pricing grid or an external roadmap.
Let's scope your project. Share your user count, current SaaS bill and target scope (indicative budget 45,000 – 120,000 EUR): we'll compute the breakeven for your case. 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.
