The verdict in three sentences
A SaaS insurance portal costs 40 to 120 EUR/user/month and deploys in 4 to 8 weeks, while a custom portal costs 40,000 to 110,000 EUR amortized over 3 years and takes 4 to 6 months. SaaS wins under 10 users and for standard needs; custom becomes profitable as soon as customization and integrations matter. The 3-year TCO break-even often sits around 12 to 15 users.
SaaS vs custom comparison
Here are the two models compared on the criteria that matter to a broker in 2026.
| Criterion | SaaS | Custom |
|---|---|---|
| Entry cost | 0 - 3,000 EUR (setup) | 40,000 - 110,000 EUR |
| Recurring cost | 40 - 120 EUR/user/month | Maintenance 600 - 1,300 EUR/month |
| Time to production | 4 - 8 weeks | 4 - 6 months |
| Customization | Limited | Total |
| Integrations (CRM, policy admin) | Depends on connectors | Bespoke |
| Data ownership | Vendor | You |
| Price evolution | Imposed | Controlled |
3-year TCO: the deciding calculation
Total cost of ownership over 3 years depends mostly on the number of users. Here is a typical 2026 projection for a portal with 20 user accounts.
| Item | SaaS (80 EUR/user/month) | Custom (70,000 EUR) |
|---|---|---|
| Setup / development | 2,000 EUR | 70,000 EUR |
| 20-user subscription / year | 19,200 EUR | 0 EUR |
| Maintenance + hosting / year | included | 12,000 EUR |
| 3-year cost | 59,600 EUR | 106,000 EUR |
| 3-year cost (40 users) | 117,200 EUR | 106,000 EUR |
| Customization / integrations | limited | included |
At 20 users the SaaS stays cheaper over 3 years; from 40 users onward, custom becomes more economical while offering full customization.
Mini case study
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Sophie, head of a 22-staff brokerage in Amsterdam, hesitates between a SaaS at 80 EUR/user/month and a custom portal. With 22 accounts the SaaS costs 21,120 EUR/year, i.e. 63,360 EUR over 3 years, without integration to her policy-management software.
She finally chooses a custom portal at 70,000 EUR with 1,000 EUR/month of maintenance, integrated with her CRM and contract manager. Over 3 years custom costs 106,000 EUR vs 63,360 EUR for SaaS: pricier short-term, but she owns her data, avoids price inflation (+8 to 12 %/year observed) and automates her workflows, saving 1.5 FTE of data entry, about 54,000 EUR/year. The premium is repaid within the first year of operation.
FAQ
From how many users does custom become profitable? Around 12 to 15 users for specific needs, and clearly beyond 40 users on TCO alone. Below that, SaaS is often the rational choice.
Can the SaaS integrate with my management software? Only if a connector exists. Deep integrations (contracts, claims, CRM) are the main SaaS limit and the main argument for custom.
What is the real timeline for each option? A SaaS is live in 4 to 8 weeks; a custom portal needs 4 to 6 months. If time-to-market is critical, start on SaaS and switch later.
Who owns the client data? With SaaS the vendor hosts and controls access; with custom you own it and can host in the EU. That is a key criterion for GDPR compliance and reversibility.
How do you hedge against SaaS price inflation? Observed annual increases are 8 to 12 %/year. Custom locks the cost of ownership (controlled maintenance), a decisive advantage over 3 to 5 years.
Let's scope your project. Give us your number of users, target integrations and amortization horizon, and we will cost the most profitable buy-vs-build scenario for you. 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.
