The verdict in three sentences
In 2026, off-the-shelf SaaS (like Odoo) runs 20-50 EUR/user/month plus 10,000 to 40,000 EUR of integration, versus 30,000 to 90,000 EUR for a custom web app. Custom costs more upfront but escapes the per-user subscription that swells with growth. The real decision rests on 5-year TCO and user count, not the first-year sticker price.
Two opposing economic models
Off-the-shelf SaaS bills a recurring subscription that grows with your users and modules; integration is still needed to fit your processes. Custom demands a heavier upfront investment but a low recurring cost and total independence from the vendor.
| Criterion | Off-the-shelf SaaS | Custom |
|---|---|---|
| Subscription | 20-50 EUR/user/month | 0 EUR |
| Initial integration | 10,000-40,000 EUR | 30,000-90,000 EUR (full build) |
| Customization | Modular, limited to the framework | Total |
| Vendor dependence | High (roadmap, pricing) | None |
| Maintenance | Partially included | 8-15 %/year of build |
| Scaling | Per-user cost | Low marginal cost |
5-year TCO by number of users
The break-even point depends on user count. Here is a 2026 order of magnitude for a comparable scope, off-the-shelf subscription estimated at 35 EUR/user/month.
| Users | Off-the-shelf 5yr (sub + integration) | Custom 5yr (build + maintenance) |
|---|---|---|
| 10 users | 21,000 + 25,000 = 46,000 EUR | 55,000 + 22,000 = 77,000 EUR |
| 25 users | 52,500 + 30,000 = 82,500 EUR | 60,000 + 24,000 = 84,000 EUR |
| 50 users | 105,000 + 35,000 = 140,000 EUR | 70,000 + 28,000 = 98,000 EUR |
| 100 users | 210,000 + 40,000 = 250,000 EUR | 85,000 + 34,000 = 119,000 EUR |
The crossover sits around 25 to 30 users: below that, off-the-shelf is cheaper; above, custom becomes clearly more profitable over 5 years.
Mini case study
Nadia, CFO of a 60-employee services firm in Lyon, is torn. Off-the-shelf SaaS costs her 35 EUR/user/month across 55 active users, i.e. 23,100 EUR/year, plus 32,000 EUR of integration: 147,500 EUR over 5 years. Custom development fitted to her specific processes comes to 74,000 EUR of build plus 8,000 EUR/year maintenance: 114,000 EUR over 5 years. Beyond the 33,500 EUR gap, she values above all independence from vendor price hikes and a perfect fit to her business. She chooses custom, breaking even around year 3.
FAQ
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From how many users does custom win?
As a 2026 order of magnitude, around 25 to 30 active users for a comparable scope. Below that, the off-the-shelf subscription stays cheaper over 5 years.
Isn't off-the-shelf less risky?
It starts faster, but you depend on its roadmap and price increases. Custom carries the project risk upfront but makes you independent afterward.
Can you customize off-the-shelf as much as custom?
Up to a point via modules and specific development, but each customization complicates upgrades. A very atypical need leans toward custom.
Does custom really cost 0 in recurring fees?
No: budget 8 to 15 % of the build per year in maintenance. That cost stays below a per-user subscription past a certain volume.
How to decide without regret?
Model your 5-year TCO with your real user count and expected growth. The break-even point objectively settles the debate.
Let's scope your project. Give us your user count, key modules and horizon: we'll model off-the-shelf vs custom 5-year TCO. 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.
