The verdict in three sentences
An insurance brokerage in Dublin with 12 staff, 4,000 policies and 25 insurers typically pays between 80 and 200 EUR per user per month for an off-the-shelf broker system, or 11,500 to 28,800 EUR a year. A custom-built system costs, as a 2026 market order of magnitude, between 35,000 and 90,000 EUR excluding VAT, and only pays off when the firm runs specific processes (affinity schemes, fleets, delegated authority) that vendors cover poorly. Either way, the deciding criterion is documented compliance with the Central Bank of Ireland Consumer Protection Code, because that is what supervisors inspect.
Off-the-shelf or custom: the 2026 figures
Specialist vendors cover the core of the business well: client records, policies, renewals, commissions and claims. Custom development makes sense when the broker manages an in-house product or delegated authority, or wants a branded client portal connected to its own rating engines.
| Criterion | Off-the-shelf broker system | Custom development |
|---|---|---|
| Upfront cost | 0 to 5,000 EUR setup | 35,000 to 90,000 EUR |
| Recurring cost for 12 users | 11,500 to 28,800 EUR a year | Maintenance and hosting, 4,000 to 12,000 EUR a year |
| Time to go live | 4 to 10 weeks | 4 to 7 months |
| Insurer connectors | Included for major insurers | To build, or via a market gateway |
| Demands and needs records | Standard templates | Questionnaires tailored to your products |
| Data ownership | Export sometimes limited | Full |
| Affinity schemes and delegated authority | Often partial | Fully covered |
Order of magnitude for 2026: over 5 years, an off-the-shelf system costs 57,500 to 144,000 EUR for 12 users. A custom build at 60,000 EUR plus 8,000 EUR a year of maintenance comes to 100,000 EUR over the same period. The real gap depends mainly on the number of users and how specific the products are.
What compliance requires from the software
The Insurance Distribution Directive (IDD), transposed in Ireland by the European Union (Insurance Distribution) Regulations 2018, requires brokers to record the client's demands and needs, justify the advice and keep evidence. The Central Bank's Consumer Protection Code, Minimum Competency Code, anti-money laundering rules and GDPR add their own requirements.
| Obligation | Expected software feature | Risk if missing |
|---|---|---|
| Demands and needs (IDD) | Time-stamped questionnaire per policy | Central Bank sanction, liability in disputes |
| Statement of suitability | E-signed PDF generation | No evidence of advice |
| Minimum Competency Code | Tracking of CPD hours per staff member | Fitness and probity breach |
| Anti-money laundering | ID documents, source of funds, alerts | Sanctions, frozen relationships |
| GDPR and health data | Access rights, audit log, secure EU hosting | Data Protection Commission fine |
| Complaints handling | Register and response deadlines | Finding during an inspection |
The client portal, the feature that changes the relationship
A well-designed portal lets clients download certificates, report a claim and sign an endorsement without calling the office. For a book of 4,000 policies, brokers estimate that around 30 % of calls concern a certificate or a document. Automating that flow frees up admin time for business development.
Mini case study
Illustrative example: Sarah runs a 12-person insurance brokerage in Dublin managing 4,000 commercial and protection policies. Her current system costs 140 EUR per user per month, or 20,160 EUR a year. The firm receives about 600 certificate requests a month, at 6 minutes each, or 60 hours a month. A self-service portal absorbs 70 % of those requests: 42 hours saved per month, about 1,300 EUR of admin time at 31 EUR per loaded hour. Over a year, the gain reaches 15,600 EUR. Sarah can keep her core system and build only the custom portal (order of magnitude 20,000 to 35,000 EUR), paid back in 16 to 27 months.
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FAQ
How much does insurance broker management software cost in 2026?
Off-the-shelf solutions cost between 80 and 200 EUR per user per month. A complete custom build is, as an order of magnitude, 35,000 to 90,000 EUR.
Must the software handle IDD demands and needs?
Yes. It must time-stamp the needs assessment, generate the statement of suitability and archive it for at least 6 years to answer a Central Bank review.
Can we migrate data from our old system?
Yes, through an export of clients, policies and premiums. Migrating 4,000 policies usually takes 2 to 4 weeks, including one week of quality checks.
Where should client data be hosted?
Within the EU, with encryption and access logging, to satisfy GDPR and the Central Bank's outsourcing guidance. Secure hosting typically costs 100 to 400 EUR a month.
How long does a standalone client portal take?
Plan 8 to 12 weeks for a portal connected to your existing system via API or export. The budget is far lower than a full system rebuild.
Let's scope your project. Describe your book of business, partner insurers and the features to cover (portal, IDD records, commissions) to receive a precise scope and timeline, through our quote request. 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.
