The verdict in three sentences
To orchestrate 6 ERP/CRM/e-commerce flows, an iPaaS (Make, Workato, managed n8n) costs €4,800–24,000/year depending on task volume, while a custom middleware runs €30,000–70,000 to build plus €400–1,000/month in support. The financial break-even toward custom sits between 18 and 30 months depending on volume. Beyond price, iPaaS exposes you to vendor lock-in and average price rises of 12%/year, whereas custom secures code ownership and reversibility.
Cumulative TCO over 12 / 24 / 36 months
An operations director shouldn't compare entry prices but total cost over the integration's lifetime. Here are two realistic 2026 scenarios for 6 flows.
| Milestone | iPaaS (medium volume) | Custom middleware |
|---|---|---|
| Initial build | €0 | €45,000 |
| 12 months | €12,000 | €51,000 |
| 24 months | €25,440 | €57,000 |
| 36 months | €40,493 | €63,000 |
| Reversibility | Low | High |
| Code ownership | No | Yes |
iPaaS here bakes in a 12%/year rise; the middleware adds €500/month support. The curves cross around year three at medium volume, sooner if volumes surge.
Sensitivity to transaction volume
iPaaS cost is driven directly by the number of scenarios and tasks — the parameter that flips the math.
| Monthly volume | iPaaS/month | iPaaS/year | Custom break-even |
|---|---|---|---|
| Low (< 5,000 tasks) | €400–600 | €4,800–7,200 | > 36 months |
| Medium (5,000–20,000) | €800–1,400 | €9,600–16,800 | 24–30 months |
| High (20,000–50,000) | €1,400–2,000 | €16,800–24,000 | 18–24 months |
| Very high (> 50,000) | €2,000+ | €24,000+ | < 18 months |
Budget an iPaaS cost per scenario of €30–120/month. At high volume, a custom build at a €500–700 day rate amortizes its upfront cost quickly.
Mini case study
Sarah, COO of a distributor in London, orchestrates 6 flows between her ERP, CRM and storefront at ~28,000 tasks/month. Her iPaaS costs €1,600/month (€19,200/year), with an announced 12%/year rise. She gets a custom middleware quoted at €48,000 plus €700/month support. Over 36 months, iPaaS would reach ~€64,800 versus €73,200 for custom — but from year four the gap flips sharply, and Sarah gains code ownership and removes lock-in risk. She decides to start on iPaaS then migrate the three heaviest flows to custom.
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FAQ
When does iPaaS remain the best choice?
At low volume (< 5,000 tasks/month) and for evolving or temporary needs, iPaaS is unbeatable on time-to-market at €4,800–7,200/year. Custom break-even then often exceeds 36 months.
How do I estimate the break-even?
Compare cumulative TCO: divide the custom build (plus support) by the projected annual iPaaS cost with its 12%/year rise. At medium-to-high volume, the crossover lands between 18 and 30 months.
What is vendor lock-in in practice?
Your scenarios, connectors and business logic live inside the platform; leaving means rebuilding everything. Custom leaves you the source code and full reversibility.
Can I blend both approaches?
Yes: keeping iPaaS for light flows and internalizing the 2–3 heaviest flows as custom is often the economic optimum.
What support budget for a middleware?
Between €400 and €1,000/month depending on flow count, criticality and SLA. It covers monitoring, fixes and adaptation to version upgrades.
Let's scope your project. Send us your flows, monthly volumes and investment horizon, and we'll model the iPaaS vs custom TCO and recommend the break-even point. 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.
