The verdict in three sentences
For a multi-site school group, a school-management SaaS (EUR 4-9 per pupil per year, 12-36 month commitment) works if each site runs autonomously and in a standard way. As soon as you need consolidated billing, cross-site timetables and unified parent communication, a custom ERP at EUR 45,000-90,000 takes over. The decisive gain: up to 20% of arrears recovered through automated reminders.
School SaaS or custom ERP: the comparison
SaaS imposes a commitment and a per-pupil cost, multiplied by the number of sites. Custom consolidates everything into a single system you own.
| Criterion | School SaaS | Custom ERP |
|---|---|---|
| Entry cost | EUR 0-4,000 (setup) | EUR 45,000-90,000 |
| Recurring cost | EUR 4-9/pupil/year | Maintenance EUR 800-1,600/month |
| Annual cost, 900 pupils | EUR 3,600-8,100 | EUR 9,600-19,200 (maintenance) |
| Commitment | 12-36 months | None (owned) |
| Multi-site | Often a surcharge | Native |
| Consolidated billing | Rare | Built in |
| Cross-site timetables | Limited | Custom |
| Time to launch | 4-8 weeks | 14-20 weeks |
Over 5 years for 900 pupils, a SaaS at EUR 6/pupil costs ~EUR 27,000 (excluding multi-site surcharges); a custom build at EUR 65,000 + EUR 1,200/month maintenance comes to ~EUR 137,000. Custom is justified by consolidation and arrears recovery, not by the licence price.
Scope of a 2026 multi-site education ERP
A structured quote lists the modules and their effort (2026 order of magnitude).
| Module | Key functions | Estimated effort |
|---|---|---|
| Multi-site management | Sites, rights, perimeters | EUR 9,000-16,000 |
| Timetables | Rooms, teachers, constraints | EUR 8,000-15,000 |
| Consolidated billing | Group, families, reminders | EUR 9,000-17,000 |
| Parent communication | Messaging, notifications, docs | EUR 6,000-12,000 |
| Grades & report cards | Entry, weighting, export | EUR 7,000-13,000 |
| Management reporting | Consolidated dashboards | EUR 5,000-10,000 |
Automated reminders are the item that makes the ERP pay off: an unpaid tuition bill chased at the right time by email, SMS and portal notification is recovered far better than a late manual reminder. That is where the 20% of recovered arrears come from.
Mini case study
Marc runs a 3-site school group (900 pupils combined), with estimated annual arrears of EUR 90,000. By automating reminders (email D+7, SMS D+15, re-enrolment block D+30), he targets a 20% recovery, i.e. EUR 18,000/year. Added to consolidated admin time (billing from one system instead of three), the annual gain exceeds EUR 25,000. With an ERP at EUR 65,000 + EUR 1,200/month maintenance, he estimates payback at about 30 months, after which consolidation and arrears recovery become a recurring net benefit.
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FAQ
How much does a custom multi-site education ERP cost in 2026?
Between EUR 45,000 and 90,000 depending on the number of sites and modules, plus EUR 800-1,600/month maintenance. A EUR 65,000 project is representative of a 3-site, 900-pupil group.
Does a school SaaS really handle multi-site?
Some offer it, but often as a surcharge and without consolidated billing or cross-site timetables. That is precisely the limit that justifies a custom ERP for a group.
How do automated reminders recover 20% of arrears?
By triggering staggered reminders (email, SMS, portal notification) at the right time, before the debt settles in. On EUR 90,000 of arrears, 20% is EUR 18,000/year recovered.
What is the deployment timeline?
Allow 14 to 20 weeks for a full multi-site ERP. It is advisable to deploy a pilot site first, then roll out to the other schools.
Do you need to migrate data from the old tools?
Yes, importing pupils, families and history is part of the project. It is a line to scope in the quote, distinct from module development.
Let's scope your project. Tell us your number of sites, pupils and priorities (consolidated billing, timetables, reminders), and we will build an education-ERP quote suited to your group. 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.
