The verdict in three sentences
A custom franchisee portal costs 6,100 to 10,670 EUR (4 to 7 M FCFA) at Kolonell in 2026, delivered in 10 to 12 weeks. Against a franchise-specific SaaS billed 300 to 1,000 EUR a month, it becomes cheaper over three years from 40 locations, at under 10 EUR per franchisee per month. The portal mainly secures revenue reporting, the basis for 4 to 6 % royalties.
Portal modules that actually get used
The network director of a New York franchisor, in quick service food, home services or specialty retail, still sends procedures, point-of-sale artwork and memos by email. Franchisees send monthly revenue by spreadsheet, 5 to 15 days late and with discrepancies to check by hand. The portal brings everything into one space, with role-based rights: franchisor HQ, area manager, franchisee, store employee.
| Module | Content | Problem solved | Share of budget |
|---|---|---|---|
| Document library | operations manual, procedures, dated versions | no more outdated procedures in circulation | 15 to 20 % |
| Online training | videos, quizzes, progress per employee | faster onboarding of new crews | 15 to 20 % |
| Revenue reporting | monthly entry or import, consistency checks | automatic 4 to 6 % royalty calculation | 20 to 25 % |
| Marketing material and supply orders | network catalogue, approval, tracking | grouped orders, fewer misses | 15 to 20 % |
| News and messaging | announcements by region, read receipts | proof the information reached stores | 10 % |
| Audits and visits | visit checklists, photos, action plans | consistent quality follow-up | 10 to 15 % |
Reporting is the module that pays for the project. When each franchisee enters revenue in a validated form, royalties and the brand fund contribution compute themselves, and HQ compares locations without reprocessing.
Cost per franchisee: custom versus SaaS over 3 years
Franchise management SaaS costs 300 to 1,000 EUR a month depending on locations and modules. The table compares three-year cost, Kolonell Standard maintenance included (75,000 FCFA, or 110 EUR a month).
| Network size | SaaS monthly | SaaS over 3 years | Kolonell portal over 3 years | Cost per franchisee per month, SaaS | Cost per franchisee per month, Kolonell |
|---|---|---|---|---|---|
| 25 locations | 300 to 500 EUR | 10,800 to 18,000 EUR | 11,960 EUR (portal 8,000 EUR) | 12 to 20 EUR | 13.30 EUR |
| 40 locations | 500 to 750 EUR | 18,000 to 27,000 EUR | 12,960 EUR (portal 9,000 EUR) | 12.50 to 18.80 EUR | 9 EUR |
| 60 locations | 750 to 1,000 EUR | 27,000 to 36,000 EUR | 14,630 EUR (portal 10,670 EUR) | 12.50 to 16.70 EUR | 6.80 EUR |
| 10 more locations | +100 to 250 EUR a month | +3,600 to 9,000 EUR | no licence surcharge | unchanged | decreasing |
| Module customisation | settings only | paid options | full | not applicable | not applicable |
At 25 locations, SaaS stays competitive. From 40 locations, the custom portal costs less, and the gap widens with every opening. Network data stays yours, an argument that matters during fundraising, a sale or a Franchise Disclosure Document update.
Schedule and watch-outs
Weeks 1 and 2: workshops with HQ and two pilot franchisees, mapping documents and reporting. Weeks 3 to 9: building modules and roles. Week 10: document migration and acceptance testing. Weeks 11 and 12: training area managers and rolling out region by region. Involve two franchisees from day one: a portal designed without them goes unused, whatever its quality.
Mini case study
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Sophia, network director of a quick service restaurant franchisor in New York, runs 40 locations. Her team spends about 1.5 hours per location per month chasing, checking and consolidating revenue, or 60 hours a month. At a loaded hourly cost of 40 EUR, that is 2,400 EUR a month. With a portal at 9,000 EUR and 110 EUR monthly maintenance, the net gain reaches 2,290 EUR a month and the investment pays back in about 4 months.
FAQ
How much does a franchisee portal cost?
At Kolonell, 6,100 to 10,670 EUR (4 to 7 M FCFA) depending on modules. A portal limited to documents and news can fit the 3,810 to 6,100 EUR band.
Can the portal calculate royalties?
Yes, from declared revenue it applies each franchisee's contractual rate, for example 5 % royalty and 1 % brand fund. It produces a monthly summary exportable to accounting.
How long does rollout take?
10 to 12 weeks to go live, then 2 to 4 weeks of phased rollout by region. A 60-location network can be fully equipped in 4 months.
Do franchisee employees get access?
Yes, with accounts limited to training and procedures. Franchisees see their own location's statistics, HQ sees the whole network.
What does maintenance cost?
The Standard plan is 75,000 FCFA (110 EUR) a month, Premium 120,000 FCFA (180 EUR) with more development time. Both include monitored hosting, fixes and security updates.
Let's scope your project. Describe your network, number of locations and priority modules: we price the portal within the 6,100 to 10,670 EUR range with a 10 to 12 week schedule. Detailed quote within 48 h. WhatsApp +221 77 596 93 33 or request a free quote.
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.
