The verdict in three sentences
In 2026, a vertical licence costs 50 to 95 EUR/user/month, i.e. 18,000 to 34,000 EUR/year for 30 seats. A custom build of 40,000 to 70,000 EUR, amortised over 4 years, becomes cheaper as soon as the firm grows or exceeds 30 staff. The decisive factor is not price but the 4.5 hours per week per fee earner saved and control over your workflows.
Build vs buy: annual cost compared
The licence is a recurring cost indexed to user count; the custom build is a fixed investment amortised over time. Here are 2026 ballparks for 30 users.
| Item | Market licence | Custom (amortised 4 yrs) |
|---|---|---|
| Annual licence/amortisation | 18,000 - 34,000 EUR | 10,000 - 17,500 EUR |
| Maintenance | included | 6,000 - 12,000 EUR/yr |
| Cost per extra user | +600 - 1,140 EUR/yr | ~0 EUR |
| Personalisation | limited | full |
| Annual total (30 users) | 18,000 - 34,000 EUR | 16,000 - 29,500 EUR |
Break-even by headcount growth
The tipping point depends mostly on headcount trajectory. A firm that hires makes the custom build profitable faster.
| Headcount scenario | Licence cost 4 yrs | Custom cost 4 yrs | Winner |
|---|---|---|---|
| Stable 20 users | 48,000 - 76,000 EUR | 64,000 - 88,000 EUR | licence |
| Stable 30 users | 72,000 - 136,000 EUR | 64,000 - 118,000 EUR | even / custom |
| Growth 30 -> 50 users | 120,000 - 190,000 EUR | 70,000 - 125,000 EUR | custom |
| Growth 30 -> 70 users | 168,000 - 260,000 EUR | 78,000 - 135,000 EUR | custom clearly |
Reading: below 25 stable users the licence wins. As soon as there is growth, the fixed cost of custom takes the lead over 4 years.
Mini case study
David, managing partner of a 30-staff firm in New York targeting 50 within 3 years, compares a licence at 28,000 EUR/year and a custom build at 60,000 EUR (plus 9,000 EUR/year maintenance). At 50 users the licence would reach ~46,000 EUR/year. Over 4 years: licence ~155,000 EUR, custom ~96,000 EUR. The custom build saves ~59,000 EUR and removes per-head billing. On top sits the 4.5 h/week/fee-earner gain, valued at 65 EUR/h: ~438,000 EUR/year of capacity freed at 50 people.
FAQ
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From how many users is custom profitable?
Around 25 to 30 users in a stable situation, and much earlier with growth, since the licence bills each new seat 600 to 1,140 EUR/year.
Is a vertical licence really faster to deploy?
Yes: 2 to 4 weeks versus 10 to 16 for custom. If time-to-market is paramount and headcount is stable, the licence remains relevant.
What is the main risk of custom?
Budget and schedule overrun. You control it with a scoped spec, sprints and late penalties (0.5%/week).
Can I start on a licence then migrate to custom?
Yes, it is a common strategy: validate needs on a licence for 12 to 18 months, then switch when headcount justifies the fixed cost. Require data reversibility.
How do I factor the time gain into the decision?
Multiply hours saved per staff (4.5 h/week here) by the billable rate and 46 weeks. The gain often exceeds the annual licence cost from 20 users.
Let's scope your project. Give us your current headcount, 3-year trajectory and budget, and we will model your build-vs-buy break-even. 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.