The verdict in three sentences
A custom PMS for a hotel group costs between EUR 60,000 and EUR 150,000 in 2026, versus a SaaS such as Mews or Opera billed at EUR 8 to 15 per room per month. Above 300 combined rooms, custom typically becomes more profitable over three years, especially if you want a direct booking engine with no OTA commission. The real gain is not the software: it is the RevPAR recovered from the 15-25% Booking commission you stop paying.
SaaS PMS vs custom: the numbers
The math hinges on room volume. A SaaS is unbeatable below 150 rooms; custom takes the lead as the estate grows and integration needs (channel manager, ERP, revenue management) multiply.
| Criterion | SaaS PMS (Mews, Opera Cloud) | Custom PMS Kolonell |
|---|---|---|
| Upfront cost | EUR 0 to 8,000 (setup) | EUR 60,000 to 150,000 |
| Monthly cost | EUR 8 to 15/room/month | Hosting EUR 400 to 900/month |
| 3-year cost (400 rooms) | EUR 115,000 to 216,000 | EUR 90,000 to 180,000 |
| Channel manager | Paid add-on | Included in scope |
| Workflow customisation | Limited to options | Total |
| Data ownership | Vendor | 100% group |
| Time to deploy | 4 to 10 weeks | 18 to 30 weeks |
With 400 rooms at EUR 12/month, the SaaS costs EUR 57,600 per year, i.e. EUR 172,800 over three years excluding add-ons. Amortised custom lands below that line from year two.
The scope that drives the price
The budget varies with the number of modules built and the depth of integration with the existing ecosystem (smart locks, card terminals, accounting).
| Module | Content | 2026 order of magnitude |
|---|---|---|
| Reservations & pricing | Multi-property, yield, calendar | EUR 15,000 to 30,000 |
| Housekeeping & maintenance | Room status, housekeeper planning | EUR 8,000 to 16,000 |
| Billing & payment | Grouped invoices, terminals, exports | EUR 10,000 to 20,000 |
| Channel manager | Booking, Expedia, Airbnb sync | EUR 12,000 to 25,000 |
| Direct booking engine | Site, payment, upsell | EUR 10,000 to 22,000 |
| Group reporting & RevPAR | Consolidated multi-site dashboards | EUR 8,000 to 18,000 |
Mini case study
Marc, CEO of a 4-hotel group in Bordeaux totalling 380 rooms, currently pays EUR 13/room/month for a SaaS PMS, i.e. EUR 59,280/year, plus a 19% average commission on the 55% of nights booked via OTAs. On lodging revenue of EUR 6.8M, those commissions total roughly EUR 710,000/year. A custom PMS at EUR 120,000 with a direct booking engine that shifts 12 points of bookings to the direct channel saves him about EUR 155,000 in commissions in year one: the project pays back in under 10 months, before even counting the EUR 59,280 subscription removed.
FAQ
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How long to deploy a custom multi-property PMS?
Budget 18 to 30 weeks depending on the number of modules. A pilot on a single hotel often lands around week 12, then the rollout proceeds property by property.
Can we migrate data from the old PMS?
Yes. Reprising booking history, guest profiles and invoices is part of the scope; allow 3 to 6 weeks of mapping and testing depending on source data cleanliness.
Does custom handle the channel manager to Booking and Expedia?
Yes, via connectivity APIs (or an aggregator). This prevents overbooking and syncs rates and availability in real time across every channel.
What annual maintenance cost should I plan?
Between 12 and 18% of the build per year, i.e. roughly EUR 14,000 to 27,000 for a EUR 120,000 project, including hosting, evolutions and support.
Is it worth it below 200 rooms?
Rarely. Below 150-200 rooms a well-configured SaaS stays cheaper; custom is justified by volume, integration needs or an OTA-disintermediation strategy.
Let's scope your project. Tell us your number of properties, room estate and current distribution channels, and we will price the right PMS. 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.
