The verdict in three sentences
A custom business web app is quoted in 2026 between 40,000 and 150,000 EUR, with a 3 to 6 month timeline. What drives price isn't design but functional complexity: business rules, roles, integrations and data volume. A serious 2-3 week discovery phase avoids the classic trap of a halved quote that doubles mid-project.
The complexity factors that drive price
Two "management" apps can differ by a factor of 4 in price. The reason lies in a handful of measurable variables.
| Complexity factor | Simple | Medium | High | Price impact |
|---|---|---|---|---|
| Number of modules | 1-2 | 3-5 | 6+ | 10,000-50,000 EUR |
| Roles & permissions | 1-2 roles | Standard RBAC | Fine RBAC + audit | 4,000-22,000 EUR |
| Third-party integrations | 0-1 | 2-3 (REST API) | ERP/legacy/EDI | 5,000-38,000 EUR |
| Business rules | Basic | Approval workflows | Rules engine | 6,000-30,000 EUR |
| Data volume / real-time | Low | Notifications | Real-time, high volume | 4,000-25,000 EUR |
| Reporting / BI | Simple exports | Dashboards | Embedded BI | 4,000-18,000 EUR |
| Mobile | Responsive web | PWA | Native apps | 0-48,000 EUR |
Fixed price or time & materials: which contract model in 2026
The contract model matters as much as the stack. For a moving scope, capped T&M protects both sides better than a rigid fixed price riddled with change orders.
| Model | Best when | 2026 indicative price | Main risk |
|---|---|---|---|
| Fixed price | Frozen scope, clear spec | Global quote 40,000-150,000 EUR | Costly change orders if needs shift |
| Time & materials | Evolving scope, living product | 500-750 EUR/day | Drift without governance |
| Capped T&M | Common SME compromise | Max envelope + sprint tracking | Needs a client-side product owner |
| Separate discovery | Before any commitment | 5,000-14,000 EUR | None, reduces uncertainty |
A separately billed discovery phase (5,000-14,000 EUR) turns a finger-in-the-air quote into a reliable ±15% estimate, and becomes a reusable deliverable (backlog, mockups, architecture).
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Mini case study
Sarah, COO of a logistics firm in Rotterdam (60 staff), runs her work orders across three shared Excel files, a source of duplicates and stock errors. We scope a 4-module app (orders, stock, non-conformities, reporting) with an integration to her accounting software. Quote: 72,000 EUR, delivered in 4.5 months. By cutting 12 hrs/week of re-keying (≈ 0.3 FTE at 45,000 EUR loaded) and stockouts, the app pays back in roughly 14 months — before counting the data reliability her decisions gain.
FAQ
Why can two quotes vary threefold? Because "management app" says nothing about the number of modules, integrations or business rules. At equal, documented scope, gaps between serious vendors rarely exceed 25-35%.
What does upkeep cost after delivery? Typically plan 15 to 20% of build cost per year for corrective and evolutive maintenance, plus hosting (150-600 EUR/month depending on load).
Do I need a spec before consulting? Even a light framing helps, but discovery can produce it with you. What matters is knowing your 3 priority objectives and integration constraints.
Custom or off-the-shelf software? If a standard SaaS covers 80% of your need without breaking your process, take it. Custom is justified when your process is a competitive advantage or no tool bends to it.
Can you deliver in batches to spread the budget? Yes: splitting into modules delivered every 4-6 weeks smooths cash flow and puts value into production sooner.
Let's scope your project. Share your priority modules, integrations and an indicative budget: we propose discovery then a firm quote. 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.
