The verdict in three sentences
Replacing Excel files with an internal business web app costs in 2026 between 20,000 and 60,000 EUR for a Berlin SME, with a 3-to-5-month timeline. The tool includes auth, roles, structured data entry and exports, and saves 5 to 10 h/week by removing re-entry and version errors. Against a generic SaaS billed per user every year, custom becomes profitable beyond about fifteen users.
How much an internal app costs in 2026
The price is built module by module. Here are the 2026 orders of magnitude for a business management tool in Berlin.
| Module | Function | Timeline | Budget EUR |
|---|---|---|---|
| Foundation | Auth, roles, dashboard | 3-4 wks | 6,000 - 10,000 |
| Data management | CRUD, search, filters | 3-5 wks | 7,000 - 12,000 |
| Workflows | Approvals, statuses, alerts | 3-4 wks | 6,000 - 11,000 |
| Exports & reports | PDF, Excel, tables | 2-3 wks | 4,000 - 8,000 |
| Integrations | Accounting, mail, third-party APIs | 3-5 wks | 7,000 - 15,000 |
A complete tool (foundation + data + workflows + exports) runs 25,000 to 45,000 EUR. Integrations are optional and added as needed.
Custom vs SaaS license: the 5-year comparison
A SaaS costs little up front but bills every user, every year. The table compares for 20 users.
| Item | Generic SaaS | Custom app |
|---|---|---|
| Initial cost | 0 - 2,000 EUR | 35,000 EUR |
| Cost / user / month | 25 EUR | 0 EUR |
| Annual cost (20 users) | 6,000 EUR | ~6,300 EUR (18 % maintenance) |
| Total 5-year cost | ~32,000 EUR | ~66,500 EUR |
| Fit to processes | Limited | Total |
| Data ownership | With the vendor | With you |
Over 5 years, SaaS may look cheaper, but it constrains you to its processes and bills every team growth. Custom becomes clearly more profitable if your needs are specific or if you exceed 30 to 40 users.
Mini case study
Julie runs operations at a services SME in Berlin, 22 staff. Her team runs the business on 7 shared Excel files, a constant source of version errors and re-entry: about 8 h/week lost across the team. She invests 35,000 EUR in an internal app (foundation + data + workflows + exports), delivered in 4 months.
After deployment, the team recovers 8 h/week, about 400 h/year. Valued at 35 EUR/h, that is ~14,000 EUR/year, plus the end of costly invoicing errors. Net of maintenance (6,300 EUR/year), the gain is ~7,700 EUR/year and the tool pays back in about 4.5 years on time alone, much faster counting errors avoided and team growth.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
FAQ
Why leave Excel if it still works?
Excel hits its limits as soon as several people edit at once: version conflicts, broken formulas, no traceability. An internal app brings roles, history and reliability the spreadsheet cannot guarantee.
Can we start small then add modules?
Yes, it is even recommended. You ship the foundation and data management first (about 15,000 EUR), then add workflows and exports by priority, without paying everything at once.
How much is annual maintenance?
Budget 15 to 20 % of the initial cost per year, i.e. about 6,300 EUR for a 35,000 EUR tool, including security, backups and small evolutions.
When does custom beat SaaS?
As soon as your processes are specific or you exceed 30 to 40 users: SaaS bills every seat every year, while custom has a fixed cost and belongs to you.
What is a realistic timeline?
A complete tool ships in 3 to 5 months. A first usable module (foundation + data) can be delivered in 5 to 7 weeks.
Let's scope your project. List your current Excel files, your roles and your number of users, and we will frame a costed modular tool. 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.
