The verdict in three sentences
For a brokerage of 15 to 50 staff, custom broker software costs EUR 40,000 to 100,000 (about GBP 34,000 to 86,000) in 2026, depending on how many insurer portals you connect and how deep the client portal goes. The payback comes mainly from 20% of admin time saved and a documented advice trail that protects the firm during a regulatory review (FCA Consumer Duty in London, IDD and ACPR in Paris). Above 5,000 policies, an off-the-shelf broker system often ends up costing more in licences and re-keying than a tool built around your own workflows.
How much does custom broker software cost in 2026
Budget depends on three variables: policy volume, number of insurer portals to integrate, and the level of renewal automation. Below are 2026 orders of magnitude observed for P&C and health brokers, comparable in London and Paris.
| Firm profile | Policies | Scope | Budget (excl. VAT) | Timeline |
|---|---|---|---|---|
| 15-person firm | 3,000 | CRM, document management, renewals, advice log | EUR 40,000 to 52,000 | 4 to 5 months |
| 25-person firm | 6,000 | + 4 insurer portals | EUR 55,000 to 68,000 | 5 to 6 months |
| 35-person firm | 9,000 | + client portal and e-signature | EUR 68,000 to 82,000 | 6 to 7 months |
| 50-person firm | 15,000 | + claims and commission management | EUR 82,000 to 100,000 | 7 to 9 months |
| Quote engine option | all | 2 to 3 rating engines | + EUR 8,000 to 15,000 | + 1 month |
| Annual maintenance | all | Certified hosting, enhancements | 15 to 20% of build per year | ongoing |
The most underestimated item is insurer integration: each carrier exposes data differently (API, EDI feeds, flat files), so budgeting EUR 4,000 to 9,000 per connector is realistic.
Custom vs off-the-shelf broker software: the real comparison
Market software usually charges per user. Over five years, compare total cost, not the entry ticket.
| Criterion | Off-the-shelf | Custom |
|---|---|---|
| Entry cost | EUR 5,000 to 15,000 setup | EUR 40,000 to 100,000 |
| Licences, 30 users | EUR 90 to 180 per seat per month, i.e. EUR 32,000 to 65,000 per year | EUR 0 |
| 5-year cost (30 seats) | EUR 165,000 to 340,000 | EUR 70,000 to 175,000 incl. maintenance |
| Advice traceability | Generic form | Questionnaire tailored to your products, timestamped |
| Renewals | Simple alert | Automated reminders, quote comparison, signed mandate |
| Data ownership | Vendor | Your firm |
| Enhancements | Vendor roadmap | Your priorities, 2-week sprints |
Off-the-shelf still makes sense below 10 users or for a start-up brokerage. Above 20 seats, custom usually pays back within 24 to 36 months.
The modules that make the difference in 2026
- Advice and suitability log: needs capture, product fit, disclosure documents, all timestamped and exportable for the regulator.
- Renewal schedule: reminders at D-90, D-60 and D-30, with mid-term cancellation handled where eligible.
- Commission reconciliation: automatic checks against insurer statements, variances flagged above 1%.
- Client portal: downloadable certificates, online claims notification, e-signature of endorsements.
- GDPR and AML compliance: politically exposed person screening, access logs, configurable retention periods.
Mini case study
Claire, managing director of a 30-person brokerage, manages 8,000 commercial P&C policies. Her 12 account handlers spend about 35% of their time re-keying insurer portal data and chasing renewals.
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- Loaded cost of a handler: EUR 52,000 per year, i.e. EUR 624,000 for the team.
- Target gain: 20% of admin time, i.e. EUR 124,800 per year of freed capacity.
- Licences avoided: 30 seats x EUR 120 x 12 months = EUR 43,200 per year.
- Investment: EUR 75,000 build + EUR 12,000 annual maintenance.
Even counting only half of the productivity gain (EUR 62,400) plus licences avoided, net savings reach about EUR 93,600 in year one. The project pays back in under 10 months, and the freed capacity absorbs 1,500 additional policies without hiring.
FAQ
What is the minimum budget for custom broker software?
Plan at least EUR 40,000 for a core CRM, document management, renewal schedule and advice log. Below that, a well-configured off-the-shelf system is more reasonable.
How long does it take to integrate insurer portals?
About 3 to 6 weeks per insurer depending on feed quality. A firm connecting 4 carriers should allow 3 to 4 months for this component, run in parallel with the rest.
Does the software help during a regulatory review?
Yes, every needs assessment and recommendation is timestamped and exportable in minutes. Equipped firms typically cut review preparation time by 70%.
Can we migrate data from our current system?
Yes, migrating policies, clients and history is part of the project and represents 5 to 10% of the budget. A 2 to 4 week parallel run secures the switch.
Where is the data hosted?
In the UK or the EU with a certified provider, for EUR 300 to 900 per month depending on volume, in line with UK GDPR or EU GDPR.
Let's scope your project. Send us your policy count, partner insurers and current pain points: we will price a scope between EUR 40,000 and 100,000 with a 4 to 9 month plan. 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.
