The verdict in three sentences
A group of 3 English language schools in Malta welcoming 2,500 international students a year and running enrolments, accommodation and transfers on spreadsheets loses hundreds of admin hours and miscalculates agent commissions. There are two routes: a specialised SaaS at 200 to 800 EUR per month, or custom software at 40,000 to 85,000 EUR excluding VAT delivered in 4 to 6 months. Custom becomes worth it once host families, agent commissions and online placement tests matter more than plain class management.
What spreadsheets really cost
A Maltese language school runs on Sunday arrivals: new students, placement tests on Monday morning, class grouping, host family allocation, transfers from Malta International Airport. In peak season (June to September), a 3-school group in St Julian's and Sliema can receive 150 to 200 arrivals a week, with partner agents in 30 countries waiting for commission statements. Malta's English language teaching sector hosts tens of thousands of students a year, so competition on service quality is intense.
| Task | On spreadsheets | With dedicated software |
|---|---|---|
| Enrolment sent by an agent | Retyped, 10 to 15 min | Agent form or import, 2 min |
| Placement test | Paper on Monday, marked by hand | Online test before arrival, CEFR level computed |
| Class grouping | 3 to 4 hours every Monday | Automatic proposal by level and time slot |
| Host family allocation | Calls and messages, date errors | Availability, criteria (diet, pets), confirmation |
| Airport transfers | Printed list | Driver schedule and SMS to the student |
| Agent commissions | Manual quarterly calculation | Rate per agent (15 to 25 %), automatic statements |
| Certificates and invoicing | Word templates | One-click PDF generation |
Specialised SaaS or custom build
Several tools are built specifically for language schools, many of them in the UK, Ireland or Malta itself. They are attractively priced, but cover accommodation and commissions unevenly.
| Criterion | Specialised SaaS | Custom software |
|---|---|---|
| Entry cost | 0 to 3,000 EUR of setup | 40,000 to 85,000 EUR excluding VAT |
| Recurring cost | 200 to 800 EUR per month depending on student volume | Maintenance and hosting 400 to 900 EUR per month |
| Time to go live | 4 to 8 weeks | 4 to 6 months |
| Host families | Basic module or none | Criteria, inspections, ratings, family payments |
| Agent commissions | Flat rate | Rate per agent, per product, volume bonuses |
| Online placement tests | Sometimes an add-on | Built into the enrolment journey |
| Data ownership | With the vendor | With the school group |
| 5-year cost (order of magnitude) | 12,000 to 50,000 EUR | 64,000 to 139,000 EUR |
SaaS stays cheaper over 5 years in most cases. Custom wins when the group also sells full packages (lessons, accommodation, activities, transfers) and margin depends on accommodation and the agent network.
Modules of a custom project and their weight:
| Module | Share of budget | Indicative timeline |
|---|---|---|
| Enrolment and agent portal | 20 to 25 % | 5 to 6 weeks |
| Online placement tests (CEFR A1 to C2) | 10 to 12 % | 3 weeks |
| Class and teacher scheduling | 15 to 20 % | 4 weeks |
| Host families and residences | 15 to 20 % | 4 weeks |
| Transfers and activities | 8 to 10 % | 2 weeks |
| Invoicing, commissions, certificates | 15 to 18 % | 4 weeks |
Mini case study
Maria, director of a group of 3 language schools in Malta (illustrative scenario), receives 2,500 students a year through 60 agents. Three admin staff each spend about 10 hours a week on spreadsheets, or 1,380 hours over 46 weeks. At 30 EUR per fully loaded hour, that is 41,400 EUR a year.
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Custom software at 65,000 EUR cuts that time by 60 %, saving 24,840 EUR a year. Ending commission errors adds more: a 1 % discrepancy on 600,000 EUR of agent sales is 6,000 EUR. With maintenance at 7,200 EUR a year, the net gain is about 23,600 EUR a year and the project pays back in under 3 years.
FAQ
Can we start on SaaS and move to custom later?
Yes, and it is often the wisest path. A SaaS at 300 to 500 EUR per month structures your data for 1 or 2 seasons, and its export then allows a clean migration to a custom tool.
Does the software handle visas and compliance letters?
It can generate acceptance letters and enrolment certificates for students needing a visa, and track payment deadlines. This module usually adds 3,000 to 6,000 EUR.
How are host families paid?
The software computes what each family is owed (for example 25 to 35 EUR per night half board, a 2026 order of magnitude in Malta) and produces a bulk transfer file for your bank.
Can agents enrol students themselves?
Yes, through an agent portal with net prices, course availability and commission tracking. That removes 10 to 15 minutes of retyping per enrolment.
What about the July arrival peak?
The tool is sized for at least 200 arrivals a week, and cloud hosting scales for the season without a significant extra cost.
Let's scope your project. Tell us your number of schools, students per year and partner agents: we will compare SaaS and custom honestly and price the right scope. 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.
