Grant management web app for a public body in Dublin 2026: build vs buy

The verdict in three sentences

At 1,500 grant applications a year, spreadsheets already cost more in processing time than an application, whichever option you choose. Off-the-shelf software (about 25,000 EUR plus 8,000 EUR a year) wins when assessment workflows are standard; a custom build (60,000 to 110,000 EUR excluding VAT) is justified when the body runs very specific schemes or wants to own its tool. In both cases, plan a below-threshold procurement, accessibility compliance and 6 to 9 months from drafting the specification to go-live.

The real cost of spreadsheets for 1,500 applications

A grant application goes through five steps on average: submission, completeness check, technical assessment, committee and payment. On spreadsheets, each step generates email reminders, lost documents and double entry into the finance system.

Over 1,500 applications, the saving reaches about 3,000 hours a year, nearly two full-time assessors. That is the basis for the ROI case presented to the board or elected members.

Off-the-shelf or custom: the figures side by side

Off-the-shelf software remains the cheapest option over six years. Custom makes sense when the body runs more than 20 schemes with different rules, shares the tool with other organisations or must integrate an uncommon finance system.

The public procurement frame: thresholds, accessibility and timeline

In France, a custom application between 60,000 and 110,000 EUR excluding VAT stays below the EU threshold for formal procedures applicable to local authorities (about 220,000 EUR for services), so a simplified procedure (MAPA) applies. In Ireland the logic is the same: below EU thresholds, a public body can run a national competitive process, typically advertised on eTenders, proportionate to the amount.

Accessibility is mandatory for public bodies under the EU Web Accessibility Directive, transposed in France as RGAA 4.1 and in Ireland by the 2020 regulations: a published accessibility statement and, in France, fines of up to 50,000 EUR for non-compliance. The submission form used by community groups must be accessible, and so must the assessors' interface.

The critical point is the date of the annual call for applications. Going live in the middle of a round forces parallel spreadsheet and application handling, which must be avoided.

Mini case study

Nathalie, fictional CIO of a local authority near Nantes, has 4 assessors with an average loaded cost of 48,000 EUR a year, about 30 EUR an hour over 1,607 hours.

Estimated saving: 2 hours × 1,500 applications = 3,000 hours, i.e. 90,000 EUR of assessor time per year. With a cautious assumption that only 50% of the saving materialises, 45,000 EUR a year. Custom option at 85,000 EUR plus 12,000 EUR a year of maintenance: the net saving of 33,000 EUR a year pays back the investment in just under 2 years and 7 months. Off-the-shelf option at 25,000 EUR plus 8,000 EUR a year: payback in about 8 months, if the schemes fit standard configuration.

FAQ

Can off-the-shelf software be accessibility compliant?

Yes, but the vendor's accessibility statement must show a measured compliance rate. A rate below 75% exposes the public body, which remains responsible for its online service.

Do we need an external accessibility audit?

It is strongly recommended before go-live. An audit of 15 to 20 template pages costs on average 3,000 to 6,000 EUR excluding VAT in 2026.

Is a 6-month timeline realistic?

For off-the-shelf software, yes. For custom, 6 months assumes a ready specification and a fast tender; 9 months is a safer target.

Can applicants log in with a government ID service?

Yes, integrating FranceConnect in France or MyGovID in Ireland typically costs 3,000 to 8,000 EUR and reduces account creation requests. Approval takes a few weeks.

What happens to the code at the end of the contract?

With a custom build, the contract can provide for assignment of rights and delivery of source code. Require technical documentation and a reversibility plan in the specification.

Let's scope your project. Describe your schemes, application volume and finance system: we will price the custom option and a 6 to 9-month procurement plan, including the accessibility audit. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.