The verdict in three sentences
Above 1,000 grant applications a year with multiple approval steps, a custom portal at 60,000 to 120,000 EUR (51,000 to 102,000 GBP) halves assessment time and secures the audit trail. For fewer than 500 applications and simple forms, an off-the-shelf grant tool at 6,000 to 15,000 EUR a year is enough. Most councils procure it below the Procurement Act 2023 threshold for sub-central bodies (around 249,000 EUR / 214,904 GBP including VAT) or through a framework such as G-Cloud.
The situation: 1,800 applications, an inbox and reminders
A London borough supports sports clubs, cultural charities and local business projects. It receives 1,800 applications a year, almost all by email with mixed attachments. Officers spend considerable time chasing missing documents (bank details, governing documents, budget forecast, charity registration), then re-keying amounts into the finance system.
| Indicator | Current situation | Target with portal |
|---|---|---|
| Applications per year | 1,800 | 1,800 to 2,200 |
| Incomplete at submission | 46% | under 10% |
| Average assessment time | 74 days | 35 days |
| Officer time per application | 3 h 10 | 1 h 25 |
| Re-keying into finance system | systematic | automatic export (Oracle, Unit4, SAP) |
| Documents archived with audit trail | partial | 100% timestamped |
Off-the-shelf grant software or a custom portal
SaaS grant tools are quick to deploy and usually accessible. They suit standard funds well. Their limits show when assessment gets complex: weighted panel scoring, payments in several instalments, monitoring reports, dashboards for elected members.
| Criterion | Off-the-shelf grant SaaS | Custom portal |
|---|---|---|
| Upfront cost | 2,000 to 8,000 EUR (setup) | 60,000 to 120,000 EUR |
| Annual cost | 6,000 to 15,000 EUR licence | 9,000 to 18,000 EUR (maintenance + UK hosting) |
| GOV.UK One Login and WCAG 2.2 AA | varies by vendor | included, audit 4,000 to 8,000 EUR |
| Panel scoring with weighted criteria | basic | yes |
| Multiple payments and monitoring | limited | full tracking per instalment |
| Finance system connector | CSV export | API or scheduled file feed |
| Applicant account with multi-year history | basic | complete, pre-filled forms |
Budget and procurement: what drives the price
The range depends on the number of funds, connectors and archiving requirements. Many councils use a below-threshold competitive quote or a G-Cloud call-off, which shortens the procurement phase to 4 to 8 weeks.
| Item | 2026 range | Comment |
|---|---|---|
| Discovery and service workshops | 6,000 to 12,000 EUR | 4 to 6 weeks, GDS style |
| Applicant portal and dynamic forms | 18,000 to 35,000 EUR | 5 to 15 funds |
| Assessment back office and panels | 20,000 to 40,000 EUR | scoring, workflows, sign-off |
| Connectors (finance, records, identity) | 8,000 to 20,000 EUR | depends on existing vendors |
| Accessibility, security, penetration test | 5,000 to 10,000 EUR | WCAG audit and CHECK testing |
| Data migration and training | 3,000 to 8,000 EUR | 2 to 3 officer sessions |
Typical total timeline: 6 to 9 months, including 2 to 3 months of procurement.
Mini case study
Ms Ferrand, head of community funding at this London borough, runs the numbers. Today: 1,800 applications × 3 h 10 = 5,700 officer hours a year. With the portal: 1,800 × 1 h 25 = 2,550 hours. The saving is 3,150 hours, almost 2 FTEs that can be redeployed to advising applicants. Valued at 32 EUR per fully loaded hour, that is about 100,800 EUR a year.
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For a 95,000 EUR contract and 14,000 EUR of annual maintenance, the 3-year cost is 137,000 EUR against 302,400 EUR of officer time released. Assessment time drops from 74 to 35 days, which also cuts chasing calls from applicants.
FAQ
Do we need a full open tender?
Not below the threshold for sub-central bodies, roughly 249,000 EUR including VAT in 2026. Councils still run a competitive quote under their contract standing orders, or call off from G-Cloud.
Is GOV.UK One Login hard to integrate?
Onboarding takes 4 to 8 weeks depending on the service. Technical work is typically 3,000 to 6,000 EUR.
Must the portal meet accessibility rules?
Yes, the Public Sector Bodies Accessibility Regulations require WCAG 2.2 AA and a published accessibility statement. An initial audit costs 4,000 to 8,000 EUR.
Where should applicant data be hosted?
In UK data centres with Cyber Essentials Plus certified suppliers. Budget 300 to 900 EUR a month depending on volume.
Can we start with a SaaS tool and migrate later?
Yes, a prudent strategy: one year on a licence stabilises the forms, then application exports feed the custom portal.
Let's scope your project. Tell us your number of funds, annual applications and current systems: we will prepare an estimate of 60,000 to 120,000 EUR and a timeline aligned with your procurement route. 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.
