The verdict in three sentences
The headline per-seat SaaS price is rarely the real cost: add tool stacking, annual increases and seat over-provisioning. For a 100-person mid-cap, the total reaches EUR 240,000 to 900,000 over 5 years. A usage audit recovers 20 to 30% immediately, and custom removes the pricing slope above a certain volume.
Where the cost hides
Three mechanisms inflate the bill invisibly. First stacking: each team adds its own tool. Then automatic annual increases. Finally, seats paid for but unused (leavers, dormant accounts).
| Hidden item | Typical scale | 5-yr impact (100 users) |
|---|---|---|
| Tool stacking | 5 to 12 SaaS | +EUR 80,000 |
| Price increases | 10 to 20%/yr | +EUR 120,000 |
| Over-provisioning | 20 to 30% of seats | +EUR 90,000 |
| Add-on modules | 15 to 40% of base price | +EUR 60,000 |
| Third-party integrations | EUR 5,000 to 30,000/yr | +EUR 100,000 |
Cost over 5 years
At EUR 40/user/month, 100 people already cost EUR 48,000/yr. At EUR 150 for premium tools, that jumps to EUR 180,000/yr. The projection includes a realistic annual increase.
| Avg price/user/mo | Year 1 cost (100 users) | 5-yr cost (+15%/yr) |
|---|---|---|
| EUR 40 | EUR 48,000 | ~EUR 320,000 |
| EUR 70 | EUR 84,000 | ~EUR 560,000 |
| EUR 100 | EUR 120,000 | ~EUR 800,000 |
| EUR 150 | EUR 180,000 | ~EUR 900,000 |
Between the low and high end, the gap exceeds half a million euros over 5 years for the same headcount.
The custom alternative
When scope is stable and volume high, a proprietary app turns a linear cost into a fixed, amortised one. On the most specific modules, replacing 3 SaaS with a single component often halves or thirds the 5-year bill, while removing lock-in and forced increases.
Mini case study
Clara, CFO of a 140-staff industrial mid-cap in Berlin, lists 9 SaaS at an average EUR 78/user/month across 110 accounts, i.e. EUR 8,580/month (EUR 103,000/yr). An audit reveals 28% dormant accounts: immediate removal = EUR 28,800/yr saved. On the 4 most specific business SaaS (EUR 34,000/yr), a custom app at EUR 72,000 + EUR 11,000/yr covers the need. Cumulative 5-year saving: around EUR 195,000.
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FAQ
What does a per-seat SaaS license cost on average in 2026?
From EUR 40 to 150/user/month depending on category. Generalist tools run EUR 40-70, premium and vertical platforms rise to EUR 100-150.
What share of licenses is genuinely unused?
Audits reveal on average 20 to 30% of over-provisioned seats: dormant accounts, duplicates, leavers. Removing them is an immediate gain with no technical project.
How much do SaaS prices rise each year?
Observed increases run 10 to 20%/yr depending on vendors, often tied to forced module or AI add-ons. Over 5 years this can double the per-seat cost.
When should I consider replacing SaaS with custom?
As soon as three conditions combine: more than 50 users, a stable and specific need, and an annual cost above EUR 40,000 on that tool.
Is a SaaS usage audit expensive?
No: a targeted audit takes 1 to 2 weeks and almost always pays for itself within the first quarter through removed licenses.
Let's scope your project. Send us your SaaS list and account counts: we return a hidden-cost audit and a costed 5-year custom scenario. 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.