The verdict in three sentences
For a UK group with 1,100 employees spread across a London head office, depots and field sites, the intranet challenge is not technology but mobile adoption: 60 to 75 % of staff have no fixed workstation. SharePoint and Microsoft 365 make sense if the group already pays licences for everyone, which is rarely true for frontline teams. A custom intranet at GBP 19,500 to 39,000 (about EUR 23,000 to 46,000), designed for smartphones and patchy connections, reaches the 70 % adoption at 6 months target more easily.
SharePoint or custom: cost comparison
The maths depends on who already holds a Microsoft licence. In an industrial services group, the 250 to 350 managers and office staff are usually licensed, the 750 technicians and operators are not. Assumption for 2026: USD 1 around GBP 0.78.
| Option (1,100 employees) | Licences needed | Estimated monthly cost | 3-year cost | Strength |
|---|---|---|---|---|
| SharePoint for office staff only | Already paid | GBP 0 extra | GBP 0 in licences, GBP 7,800 to 15,600 setup | Fast for offices |
| SharePoint extended to frontline (Microsoft 365 F1) | 750 licences at USD 2.25 | GBP 1,315 | GBP 47,350 | Everyone in Microsoft |
| SharePoint extended to frontline (Microsoft 365 F3) | 750 licences at USD 8 | GBP 4,680 | GBP 168,500 | Email and Office included |
| Viva Connections and Viva Engage | Add-on modules | GBP 1,700 to 3,400 | GBP 61,000 to 122,000 | Social news feed |
| Custom intranet | No per-user licence | GBP 520 to 1,040 for hosting and maintenance | GBP 38,200 to 76,400 all-in | Mobile, offline, tailored |
Custom becomes attractive as soon as several hundred unlicensed staff need access. It also allows login by phone number and SMS code, far simpler for a depot operator than a Microsoft account with multi-factor authentication.
Scope of a group intranet and budget
The four features requested by HR and internal communications cover most daily use.
| Module | Scope | Estimated budget (GBP) | Timeline |
|---|---|---|---|
| Directory | Search by name, site, team, one-tap call and WhatsApp | 2,600 to 5,200 | 2 weeks |
| News and notifications | Articles, short videos, push notifications, read receipts | 3,900 to 7,800 | 3 weeks |
| Policies and documents | Health and safety, memos, search, offline access | 3,900 to 7,800 | 3 weeks |
| Internal requests | Leave, letters, equipment, approval workflow | 5,200 to 11,700 | 4 weeks |
| Mobile app (PWA) and offline mode | Install without app stores, sync on weak networks | 2,600 to 4,550 | 2 weeks |
| HR directory and Microsoft Entra connection | Account sync, SSO for office staff | 1,300 to 1,950 | 1 week |
| Total | 19,500 to 39,000 | 3 to 4 months |
These prices reflect a nearshore and offshore team; a London agency would typically quote GBP 60,000 to 150,000 for the same scope. A light PWA (under 500 KB on first load) opens in seconds on a poor 4G signal at a depot, which directly drives usage.
Reaching 70 % adoption in 6 months
Intranets die from lack of useful content, not lack of features. Three levers make the difference: one internal request that is genuinely paperless from day one (the paper leave form disappears), 2 to 3 posts a week from a named editor, and a network of 20 to 30 site champions. Track monthly login rate per site and aim for 40 % in month 2, 60 % in month 4, 70 % in month 6.
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Emma, HR director of an industrial services group in London, has 1,100 employees including 760 in the field. Extending Microsoft 365 F3 to frontline teams would cost 760 × USD 8 × 0.78, or about GBP 4,740 a month. She chooses a custom intranet at GBP 28,600 with GBP 780 of monthly maintenance. The monthly saving is about GBP 3,960, giving a payback of just over 7 months. Paperless leave requests also free up 2 days a week of an HR assistant's time.
FAQ
How long does launch take?
Plan 3 to 4 months for the full scope. A version with directory and news can go live from week 6 to build the habit.
Do we need an app in the stores?
No, a PWA installs from the browser and avoids GBP 2,600 to 5,200 of native development and store review delays.
Is the data secure?
Yes: encryption, access logs, roles per site. UK GDPR applies, and hosting in the UK or EU is straightforward.
Can we combine SharePoint and custom?
Yes, often: SharePoint remains the document store for office staff and the mobile intranet surfaces those files through Microsoft Graph, for GBP 1,300 to 1,950 of integration.
What maintenance budget should we plan?
Between GBP 520 and 1,040 a month for hosting, fixes and 1 to 2 small enhancements per quarter.
Let's scope your project. Tell us your headcount, sites and current Microsoft tools, and we will price your mobile intranet between GBP 19,500 and 39,000, delivered in 3 to 4 months. 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.
