The verdict in three sentences
For a single property, an off-the-shelf PMS (8-25 EUR/room/month) remains the right choice. For a multi-property group wanting automated yield, centralised billing and a unified channel manager, custom software (55,000-105,000 EUR excl. VAT) finally aligns the tool with the real organisation. The ROI trigger: +12% RevPAR via yield, which pays back the investment in 18-30 months.
Licence PMS vs custom PMS for a group
Licence cost grows linearly with room and property count, whereas custom is a fixed investment that becomes more favourable at scale.
| Criterion | Off-the-shelf PMS | Custom PMS |
|---|---|---|
| Entry cost | 8-25 EUR/room/month | 55,000-105,000 EUR excl. VAT |
| Cost 180 rooms / 3 years | 51,840-162,000 EUR | 55,000-105,000 EUR |
| Group centralised billing | Rare, complex | Native |
| Automated yield | Premium module | Bespoke, proprietary |
| OTA integration (Booking, Expedia) | Standard | Bespoke + direct engine |
| Code ownership | No | Yes |
| Deployment time | 6-10 weeks | 18-24 weeks |
| Monthly maintenance | Partial | 1,000-2,000 EUR/month |
Modules and costs of a group PMS
A group's scope is structured around centralisation and pricing automation.
| Module | Range (EUR excl. VAT) | Timeline |
|---|---|---|
| Reservations & multi-site planning | 11,000-19,000 | 4-5 wks |
| Channel manager & OTA connectors | 10,000-18,000 | 4-6 wks |
| Automated yield management | 12,000-22,000 | 5-6 wks |
| Group centralised billing | 9,000-16,000 | 3-4 wks |
| Restaurant POS integration | 7,000-13,000 | 3 wks |
| Group accounting & consolidated reporting | 8,000-15,000 | 3-4 wks |
| Data migration & UAT | 6,000-12,000 | 3-4 wks |
Mini case study
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Éric, director of a 4-hotel group totalling 180 rooms, pays a licence at 18 EUR/room/month, i.e. 38,880 EUR/year and 116,640 EUR over 3 years, with no proprietary yield and no consolidated group billing. He invests 92,000 EUR (excl. VAT) in custom software plus 1,500 EUR/month maintenance. His average RevPAR is 78 EUR on an occupancy generating 46,000 room-nights/year. A 12% RevPAR gain adds roughly 9.4 EUR per room-night sold, or nearly 432,000 EUR/year of additional revenue at constant occupancy — the investment is covered in under six months of outperformance.
FAQ
Is a licence PMS enough for a group? For 1 to 2 properties, often yes. Beyond that, consolidated billing and cross-site yield become blockers that only a custom foundation removes cleanly.
How much does OTA integration cost? From 10,000 to 18,000 EUR (excl. VAT) for Booking and Expedia, plus a direct booking engine to cut OTA commissions (often 15-20% per booking).
Is automated yield reliable? Yes, when built on your history and business rules: it adjusts prices per slot and segment, which explains the observed RevPAR gain.
What is the go-live timeline? 18 to 24 weeks for a multi-site group, versus 6 to 10 weeks for a configured single-site licence.
Can we keep our restaurant POS? Yes: the PMS integrates with your existing POS via API, at 7,000-13,000 EUR (excl. VAT) for the connector and sales synchronisation.
Let's scope your project. Specify your property count, room count and yield/OTA needs for a budget framed between 55,000 and 105,000 EUR excl. VAT. 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.
