The verdict in three sentences
For an industry/distribution SME in Montreal, an off-the-shelf solution (Odoo, vertical ERP) starts around EUR 34,000 over 3 years but forces its processes on you. Custom-built starts higher (EUR 55,000 to 145,000 over 3 years) but fits your business rules and has no per-user subscription that swells with growth. The right choice hinges on two questions: how many users, and how many atypical processes the vendor cannot handle without costly development.
3-year total cost comparison
The vendor trap is per-user subscription and paid modules that pile up. The custom trap is upfront investment. Here is a like-for-like comparison for 20 users.
| Line item (3 yrs, 20 users) | Odoo-type vendor | Vertical ERP | Custom |
|---|---|---|---|
| Licenses/subscriptions | 21,600 | 32,400 | 0 |
| Integration/setup | 12,000 - 25,000 | 18,000 - 30,000 | 45,000 - 90,000 |
| Specific development | 8,000 - 20,000 | 10,000 - 25,000 | included |
| Maintenance/support | in subscription | in subscription | 18,000 - 27,000 |
| Training | 3,000 - 6,000 | 4,000 - 7,000 | 4,000 - 8,000 |
| Total 3 yrs EUR | 44,600 - 72,600 | 64,400 - 94,400 | 67,000 - 125,000 |
At 20 users, the vendor is often cheaper over 3 years. The math flips beyond 35 to 40 users, where per-seat subscription becomes the dominant line.
Pros and cons of each option
| Criterion | Vendor/SaaS | Custom |
|---|---|---|
| Upfront cost | Low (10-25k) | High (45-90k) |
| 5-year cost if growing | High (subscriptions) | Controlled |
| Atypical processes | Hard/costly | Native |
| Time to go-live | 6-12 weeks | 14-24 weeks |
| Vendor lock-in | Strong | None (you own the code) |
| Extensibility | Limited to vendor roadmap | Total |
The rule we apply: if more than 30 % of your processes are atypical (specific trading rules, multi-currency margin calculations, non-standard production constraints), custom pays off by year 3. Below that, a configured vendor is enough.
Mini case study
Claire, CFO of a building-materials distributor in Montreal, manages 28 users and forecasts 45 in 3 years. A vertical ERP costs her EUR 32,400 in subscriptions over 3 years at 28 users, but a projected EUR 51,840 at 45 users.
Her custom quote: EUR 72,000 upfront + EUR 24,000 maintenance over 3 years = EUR 96,000, stable regardless of user count. By year 5 the vendor totals ~EUR 108,000 (rising subscriptions) versus ~EUR 120,000 for custom, but Claire owns her code, integrates her 3 specific trading processes at no extra cost, and saves 4 days/month of Excel rework worth EUR 9,600/year. Custom pulls ahead by year 4.
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FAQ
At what user count does custom become worthwhile?
Generally beyond 35 to 40 users, where per-seat subscriptions become the dominant line. Below that, a configured vendor is cheaper over 3 years.
Is Odoo a good compromise?
Yes for standard processes: budget EUR 44,600 to 72,600 over 3 years for 20 users. It gets expensive as soon as you multiply specific developments.
Does custom make me own the code?
Yes, that is its strategic edge: you own the code, with no subscription or vendor lock-in. Maintenance is 15 to 18 %/year of the project.
What go-live timelines should I compare?
A vendor deploys in 6 to 12 weeks, custom in 14 to 24 weeks. Custom needs more scoping but avoids workarounds.
Can we migrate from a vendor to custom later?
Yes, but data migration costs EUR 6,000 to 15,000. Better to decide early if your processes are already atypical.
Let's scope your project. Give us your current and 3-year user count plus your non-standard processes: we price both scenarios side by side. 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.
