The verdict in three sentences
For a 300-employee group in Amsterdam processing 1,200 expense claims a month in Excel, the status quo costs more than any tool, in data entry hours, errors and late reimbursements. An expense management SaaS deploys in a few weeks but is paid every year, with approval workflows that rarely match complex internal policies. A custom application built by a Dutch agency (30,000 to 70,000 EUR) pays off past about 100 active users, while a nearshore build with Kolonell at 4 to 7 M FCFA (6,100 to 10,670 EUR) already beats SaaS at 60 users over three years.
SaaS or custom: the 3-year cost comparison
Calculation basis: 60 active users (sales, technicians, managers), 2026 estimates.
| Item | Entry SaaS (6 EUR/user/month) | Advanced SaaS (12 EUR/user/month) | Custom, Dutch agency | Custom, Kolonell |
|---|---|---|---|---|
| Setup | 0 to 800 EUR | 800 to 2,300 EUR | 30,000 to 70,000 EUR | 6,100 to 10,670 EUR |
| Subscription or maintenance, year 1 | 4,320 EUR | 8,640 EUR | 4,500 to 10,000 EUR | 1,370 EUR (75,000 FCFA/month) |
| Year 2 cost | 4,320 EUR | 8,640 EUR | 4,500 to 10,000 EUR | 1,370 EUR |
| Year 3 cost | 4,320 EUR | 8,640 EUR | 4,500 to 10,000 EUR | 1,370 EUR |
| 3-year total | 12,960 to 13,760 EUR | 26,720 to 28,220 EUR | 43,500 to 100,000 EUR | 10,210 to 14,780 EUR |
| Accounting export (Exact, AFAS, Twinfield) | Standard connectors | Standard connectors | Built to your chart of accounts | Built to your chart of accounts |
The entry SaaS stays unbeatable under 30 users. A Dutch-built custom app only beats SaaS at scale or with specific rules (per diems by country, mission advances, multi-entity VAT recovery). A nearshore build closes the gap much sooner.
What Excel really costs you today
| Monthly task | Volume | Unit time in Excel | Time with an app | Hours saved |
|---|---|---|---|---|
| Employee entry | 1,200 claims | 12 min | 4 min (receipt photo) | 160 h |
| Manager approval | 1,200 claims | 3 min | 1 min | 40 h |
| Accounting check | 1,200 claims | 6 min | 2 min | 80 h |
| Chasing missing receipts | 180 cases | 10 min | automatic | 30 h |
| Reconciliation and entries | 1 close | 16 h | 3 h | 13 h |
Total: about 320 hours per month freed up. Valued at 45 EUR an hour, an average loaded cost for administrative staff in the Netherlands, that is around 14,400 EUR a month, or more than 170,000 EUR a year.
The approval workflow to plan
- Level 1: direct manager, within 48 h, with a threshold (for example 250 EUR).
- Level 2: department head above the threshold.
- Level 3: financial control for out-of-policy expenses (hotel above cap, unplanned flight).
- Payment: weekly batch SEPA transfer, traced in the accounting export.
Mini case study
Illustration: Sanne, CFO of a fictional distribution group in Amsterdam, compares a SaaS at 10 EUR per user, so 7,200 EUR a year for 60 users, with a custom app at 8,400 EUR plus 1,370 EUR of yearly maintenance. Over three years: 21,600 EUR for the SaaS, 12,510 EUR for the custom build. Difference in favor of custom: 9,090 EUR, with a native export to her accounting package and her own approval thresholds.
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FAQ
How long does it take to build an expense app?
Count 8 to 12 weeks for a full version: mobile entry with receipt photo, 3-level approval, accounting export and dashboard. A first usable version can ship in 6 weeks.
Does the app work offline?
Yes, if built as a PWA: employees photograph receipts on the road and sync when back online. Useful for field teams and frequent travelers.
Can receipts be read automatically?
OCR extracts amount, date and vendor with 85 to 95% accuracy on printed receipts. Handwritten receipts still need manual entry, hence the value of a fast form.
What if we grow beyond 300 users?
Custom cost barely moves, while a SaaS at 8 EUR per user exceeds 28,000 EUR a year for 300 accounts. The larger the headcount, the wider the gap.
Where is the data hosted?
The app can run in an EU cloud region or on your infrastructure. Personal data stays subject to GDPR and the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).
Let's scope your project. Tell us your number of users, approval levels and accounting software: we price an app between 4 and 7 M FCFA (6,100 to 10,670 EUR), delivered in 8 to 12 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.
