The verdict in three sentences
An enterprise extranet in Berlin in 2026 costs between 30,000 and 70,000 EUR excl. tax depending on the number of roles, the depth of document management (DMS) and the complexity of approval workflows. What moves the price is not the number of screens but the granularity of access rights and integration with your directory (LDAP/Azure AD). The ROI is quick to measure: -30 % internal emails and full traceability of exchanges with partners and subsidiaries.
What the extranet budget funds
An extranet is not an open intranet. It gives third parties (partners, subsidiaries, subcontractors) controlled access to documents and processes, with different rights for each. Custom pays off when your workflows are specific.
| Scope | Included features | 2026 budget (EUR excl. tax) | Timeline |
|---|---|---|---|
| Document extranet | DMS, file sharing, folder rights, search | 30,000 - 42,000 | 8-12 weeks |
| Collaborative extranet | + approval workflows, notifications, comments | 45,000 - 58,000 | 12-18 weeks |
| Advanced extranet | + directory SSO, full audit trail, signature, multilingual | 60,000 - 70,000 | 18-26 weeks |
These ranges are a 2026 order of magnitude for a Berlin-area agency or equivalent provider. A standardised extranet (SharePoint, SaaS portal) costs less upfront but adapts poorly to atypical business processes.
Breakdown of a 55,000 EUR budget
The invisible foundations (rights, directory, audit) often weigh more than the visible interface.
| Item | Budget share | Detail |
|---|---|---|
| DMS & document management | 20-25 % | Versioning, metadata, search, rights-based tree |
| Fine rights & roles | 15-20 % | Permission matrix, per-folder/document rights |
| Approval workflows | 15-20 % | Approval circuits, reminders, statuses, history |
| Directory/SSO integration | 12-15 % | LDAP/Azure AD, provisioning, MFA |
| Audit trail & security | 10-12 % | Logging, traceability, GDPR, EU hosting |
| Testing, migration, training | 12-15 % | Tests, document migration, onboarding |
Add maintenance of 15 to 18 %/year of the initial budget, i.e. 8,250 to 9,900 EUR/year for a 55,000 EUR extranet.
Mini case study
Karim, operations director of a distribution group in Berlin (3 subsidiaries, 40 logistics partners) manages contracts and delivery notes by email. His team exchanges about 1,400 emails/month with partners, many being follow-ups to find a document version or approve an amendment. Estimated wasted time: 35 hours/month at 34 EUR/loaded hour, i.e. 1,190 EUR/month (14,280 EUR/year).
Karim invests 52,000 EUR excl. tax in a collaborative extranet (DMS, approval workflows, audit trail) with 9,000 EUR/year of maintenance. The extranet cuts emails by 30 % and removes document searches: an estimated 22 hours/month saved, i.e. 748 EUR/month (8,976 EUR/year), plus compliance (enforceable traceability in a dispute). Payback on the productivity gain in under 6 years, before counting reduced legal risk.
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FAQ
Extranet or intranet: what is the cost difference?
An intranet is internal; an extranet opens access to third parties, requiring stronger security and rights management. At equal scope, an extranet costs 15 to 25 % more because of these requirements.
Can we start from an existing tool like SharePoint?
Yes for simple DMS. But as soon as workflows are specific or you want a polished partner experience, custom avoids costly workarounds and ecosystem lock-in.
How long for a collaborative extranet?
Expect 12 to 18 weeks for an extranet with workflows. A first document version can ship in 8 weeks, then grow.
Is the audit trail essential?
As soon as there are binding approvals (contracts, amendments, purchase orders), yes. Logging is 10-12 % of the budget but provides enforceable traceability in a dispute.
How to secure partner access?
Via SSO tied to your directory where possible, mandatory MFA, and fine per-folder rights. These blocks are 25-30 % of the budget but non-negotiable for external access.
Let's scope your project. Tell us your partner types, your approval workflows and your indicative budget: we price an extranet deliverable in batches. 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.
