The verdict in three sentences
For a Lyon-based trade association with 1,800 member companies, replacing an ageing extranet with a custom portal costs 2.5 to 15M+ FCFA (3,810 to 22,870+ EUR) with Kolonell depending on complexity, versus 8,000 to 20,000 EUR per year for an off-the-shelf association platform as a 2026 order of magnitude. The core comes down to three modules: dues by card and SEPA direct debit, a filterable directory and registration for 40 events a year. Plan 3 to 5 months, with hosting and specific connectors quoted separately.
Why the current extranet costs more than it seems
A ten-year-old extranet rarely causes one visible problem. It causes ten small ones: dues reminders sent by hand, the directory exported to Excel on request, event sign-ups in a separate form tool, members who cannot recover their password. For a permanent staff of 6 to 10 people, this patchwork easily absorbs one full-time equivalent between October and March, when dues are called.
| Item | Current situation (2026 order of magnitude) | With a member portal |
|---|---|---|
| Dues calls and reminders | 3 manual reminders, 25% unpaid on 31 March | Automatic reminders at day 15, 30, 45 |
| Collection | Cheques and transfers matched by hand | Card and SEPA debit reconciled automatically |
| Directory | Quarterly Excel export | Search by trade, size, area, updated by each member |
| Events (40 per year) | Third-party form, merged lists | One-click sign-up, member price, QR badge |
| Restricted documents | Shared folder without fine-grained rights | Access by college, committee or mandate |
| Password support | 150 requests a year | Magic link or SSO login |
Dues from 300 to 12,000 EUR: the module that funds the project
A trade association's dues scale is almost always progressive: a fixed part, a variable part based on headcount or payroll, sometimes a sector levy. The portal must recalculate dues from the data each member declares, issue the invoice, then offer three payment options: card, SEPA direct debit in one or four instalments, or bank transfer with a unique reference.
SEPA direct debit changes cash flow. A mandate signed online once renews payment every year, and small firms paying 300 EUR appreciate four instalments. Fees stay low: a few tens of cents per debit, versus a percentage of the amount for cards, which matters on 12,000 EUR dues.
| Option | Upfront cost | Annual cost | Main limitation |
|---|---|---|---|
| Off-the-shelf association software | 0 to 3,000 EUR setup | 8,000 to 20,000 EUR per year | Complex dues scales poorly handled |
| Kolonell, simple application | 2,500,000 to 4,000,000 FCFA (3,810 to 6,100 EUR) | Maintenance from 35,000 FCFA per month (53 EUR) | Scope limited to dues and directory |
| Kolonell, medium application | 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) | Maintenance 75,000 FCFA per month (114 EUR) | Dues, directory, events, documents |
| Kolonell, complex application | 7,000,000 to 15,000,000+ FCFA (10,670 to 22,870+ EUR) | Maintenance 120,000 FCFA per month (183 EUR) | Adds SSO, ERP connector, multi-region |
| Hosting and connectors | Quoted separately | Quoted separately | Depends on volume and integrations |
Directory and events: the value members actually see
Members pay dues for three reasons: visibility, information, meeting peers. A directory filterable by trade, industry code, size and area becomes a sales showcase each company maintains itself. The 40 yearly events, from committee breakfasts to the annual general meeting, gain an automatic member price, a waiting list and a QR badge. Attendance statistics then feed the activity report presented to the board.
Mini case study
Anne Moreau, director general of the association, compares two five-year scenarios. Off-the-shelf platform at 15,000 EUR per year: 75,000 EUR. Kolonell medium application at 9,000 EUR (within the 6,100 to 10,670 EUR range), plus Premium maintenance at 183 EUR per month, i.e. 10,980 EUR over five years: 19,980 EUR, excluding hosting quoted separately.
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On the revenue side, unpaid dues on 31 March drop from 25% to 12% thanks to SEPA and automatic reminders. With 1,800 members and average dues of 1,500 EUR, collecting 13% of dues earlier means 234 × 1,500 = 351,000 EUR of cash available three months sooner.
FAQ
Can we migrate data from the old extranet?
Yes. Member records, dues history and documents are migrated through a controlled import with 2 verification cycles. Migration usually takes 2 to 3 weeks within the 3 to 5 month project.
Is SEPA direct debit hard to set up?
You need a SEPA creditor identifier, obtained from your bank within days, and a payment provider. Members sign the mandate online in under 2 minutes.
Do members have to create a new account?
No, each contact receives an activation link. With 1,800 companies, plan a 2-wave campaign to reach 80% activation within a month.
Who can change the dues scale?
Your permanent staff, from the admin area, before each annual campaign. A new band or rate takes under 10 minutes to configure.
Is the portal GDPR compliant?
It is designed to be: consent for directory listing, role-based access, export and deletion on request. Data stays hosted in the European Union.
Let's scope your project. Describe your dues scale, your events and the date the old extranet must be switched off. 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.
