The verdict in three sentences
When key figures arrive 3 weeks late, pricing, hiring and inventory decisions are made on an outdated picture. Power BI (14 EUR or about 14 USD per user per month, plus 8,000 to 20,000 EUR excl. VAT of integration) suits most SMBs whose data sits in a standard ERP and CRM; a custom build (20,000 to 45,000 EUR excl. VAT) makes sense when the dashboard must be shared with clients, franchisees or field teams without licences. Either way, allow 6 to 10 weeks for 12 KPIs refreshed daily.
Why the figures arrive late
In a 120-employee SMB, monthly reporting often follows the same path: ERP export by accounting, CRM export by sales, consolidation in Excel by the financial controller, PDF sent to the CEO. Each step adds 2 to 5 days.
| Reporting step | Typical manual delay | Delay with a connected dashboard |
|---|---|---|
| Monthly sales closing | Day 3 | Real time |
| ERP and CRM export | Day 5 to 8 | Automatic every night |
| Excel consolidation | Day 10 to 15 | Eliminated |
| Checking and fixing discrepancies | Day 15 to 18 | Automatic data quality rules |
| Distribution to the management team | Day 18 to 21 | Permanent access, email alerts |
| Financial controller time | 4 to 6 days a month | 1 day of analysis |
The 12 KPIs of an executive dashboard
A good dashboard fits on one screen. Beyond 12 KPIs, the management team stops looking at them.
| Area | KPIs | Source |
|---|---|---|
| Sales | Year-to-date revenue vs budget, order intake, order backlog | ERP |
| Pipeline | Weighted pipeline value, win rate | CRM (HubSpot, Salesforce, Pipedrive) |
| Margin | Gross margin by product family | ERP |
| Cash | Cash position, DSO, DPO | Accounting, banks |
| Operations | Service level or delivery lead time | ERP or WMS |
| HR | Headcount and overtime hours | HRIS or payroll |
| Total | 12 KPIs, refreshed daily | 3 to 5 connected sources |
Power BI or custom: 2026 comparison
| Criterion | Power BI Pro | Custom dashboard |
|---|---|---|
| Initial cost | 8,000 to 20,000 EUR excl. VAT of integration | 20,000 to 45,000 EUR excl. VAT |
| Recurring cost (15 users) | 14 EUR x 15 x 12 = 2,520 EUR a year | 1,200 to 3,600 EUR hosting + 15%/year maintenance |
| Sharing with 200 sales reps or franchisees | 33,600 EUR a year in licences, or Power BI Embedded | No per-user cost |
| ERP and CRM connectors | Many standard connectors | Built via API |
| Interface customization | Limited to Power BI visuals | Complete, on brand |
| Team autonomy to build reports | High, after training | Low, each change is developed |
| Time to go live | 6 to 8 weeks | 8 to 10 weeks |
The rule of thumb: Power BI for an internal audience of fewer than 50 people; custom for external use, field mobile use or embedding in an existing client portal.
Mini case study
Mark runs a 120-employee distribution SMB in Manchester with 24 million GBP (about 28 million EUR) of revenue, Sage X3 as ERP and HubSpot as CRM. His financial controller spends 5 days a month on reporting, and the management team gets the figures on the 21st of the following month.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Chosen option: Power BI with a 14,000 EUR integration and 15 licences, i.e. 2,520 EUR a year. The controller recovers 4 days a month, 48 days a year valued at about 400 EUR fully loaded: 19,200 EUR a year. Above all, gross margin by product family becomes visible daily: spotting a 1-point drift on a 6 million EUR family 3 weeks earlier avoids about 60,000 x 3/52 = 3,500 EUR of lost margin per alert. The investment pays back in under a year on controller time alone.
FAQ
How much does an executive dashboard cost in 2026?
With Power BI, budget 8,000 to 20,000 EUR excl. VAT of integration plus 14 EUR (about 14 USD) per user per month. A custom dashboard costs 20,000 to 45,000 EUR excl. VAT, with about 15% annual maintenance.
How long until the first dashboard is live?
Between 6 and 10 weeks: 2 weeks to define KPIs, 3 to 6 weeks to connect sources and model data, 1 to 2 weeks of acceptance testing with the management team.
Do we need a data warehouse?
Beyond 3 sources or 5 years of history, yes: a PostgreSQL or Azure SQL database at 50 to 300 EUR a month makes calculations reliable. Below that, Power BI can connect directly to the ERP and CRM.
Does Power BI work with Sage, NetSuite or Xero?
Yes, through a SQL connection or an API, sometimes with a third-party connector billed 50 to 200 EUR a month. Check the ERP version during scoping, as some older versions do not expose an API.
Who maintains the KPIs after delivery?
With Power BI, a financial controller trained in 2 to 3 days can evolve the reports. With a custom build, plan a maintenance contract of 300 to 800 EUR a month for changes.
Let's scope your project. We define the 12 KPIs that matter, the sources to connect and the right choice between Power BI and a custom build, with an indicative budget of 8,000 to 45,000 EUR excl. VAT and delivery in 6 to 10 weeks. 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.
