The verdict in three sentences
A custom HR portal for a Toronto mid-market firm costs between EUR 30,000 and 70,000 in 2026, while an off-the-shelf HR SaaS costs EUR 6-15/user/month. Custom is justified beyond 300 employees or where specific processes the SaaS cannot cover exist. The payoff: automating leave and expenses saves 0.5 to 1.5 FTE of admin work.
Custom vs HR SaaS: the 2026 math
The choice hinges on headcount and how specific your processes are. 5-year cost comparison for 400 employees.
| Option | Upfront cost | Recurring /year | 5-year cost |
|---|---|---|---|
| Mid-tier HR SaaS | Low (setup) | ~EUR 48,000 (10/user/mo) | ~EUR 245,000 |
| Entry HR SaaS | Low | ~EUR 28,800 (6/user/mo) | ~EUR 148,000 |
| Custom portal | EUR 30,000-70,000 | TMA EUR 5,000-9,000 | ~EUR 75,000-115,000 |
Beyond 300-400 employees, custom often becomes cheaper over 5 years while fitting your processes exactly.
What a custom HR portal covers
Budget depends on modules and payroll integration. 2026 orders of magnitude.
| Module | Cost | Main gain |
|---|---|---|
| Leave management + approval | +EUR 6,000-12,000 | -0.5 to -1 FTE |
| Expenses + workflow | +EUR 6,000-14,000 | Delays cut 3x |
| Document vault (payslips) | +EUR 4,000-9,000 | Compliance, paperless |
| Payroll integration | +EUR 8,000-18,000 | Zero double entry |
| Directory + org chart | +EUR 3,000-6,000 | Easier onboarding |
Typical delivery: 4 to 6 months for a full portal with payroll integration.
Mini case study
Karim, HR director of an industrial mid-market firm in Toronto (400 employees), has 3 HR administrators handling leave, expenses and document requests. Manual leave entry and tracking alone represents about 1 FTE (~EUR 42,000 loaded/year).
He invests EUR 52,000 in an HR portal with leave management, expenses and payroll integration, delivered in 5 months. Automation frees 1 admin FTE, redeployed to higher-value work (recruitment, training). Payback on the leave gain alone: about 15 months. Against a SaaS at EUR 10/user/month (EUR 48,000/year), custom is also cheaper from year 2.
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FAQ
At what headcount does custom pay off?
Generally beyond 300 employees, where the SaaS subscription (priced per user) exceeds the amortised cost of a custom portal. Below that, an HR SaaS stays cheaper.
Does the portal connect to payroll software?
Yes. Integrating payroll (ADP, Ceridian, Sage) avoids double entry of leave and absences. Budget EUR 8,000-18,000 depending on the available API.
Is it compliant for HR data?
Yes, with regional hosting, encryption of sensitive documents and fine-grained access rights. These requirements are built in from the design stage.
What concrete gain on expenses?
A digital approval workflow typically cuts reimbursement delays by 3x and removes accounting re-entry, saving several days/month on the admin side.
How long to deploy across 400 employees?
Technical go-live takes 4 to 6 months; rollout to staff happens in a few weeks with internal communication and a simple guide.
Let's scope your project. Tell us your headcount, your payroll software and priority modules (leave, expenses, documents). 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.
