The verdict in three sentences
A custom meeting room booking platform costs 4 to 7 M FCFA (6,100 to 10,670 EUR) at Kolonell in 2026, delivered in 10 to 14 weeks. With business centre rooms in Dubai rented 400 to 1,600 USD a day, a few extra bookings a month are enough to pay it back. Custom software makes sense as soon as you sell packages combining room, equipment and catering invoiced to companies.
The modules that matter for a Dubai business centre
The manager of a business centre in DIFC or Business Bay still receives most requests by phone, email and WhatsApp. Each request triggers three to five messages to check availability, build a quote with coffee breaks and lunch, then chase payment. The platform has to turn that cycle into a self-service journey for corporate clients, while the sales team keeps control over key accounts.
| Module | Function | Concrete benefit | Share of budget |
|---|---|---|---|
| Multi-room calendar | real-time availability, half day or full day | no more double bookings | 15 to 20 % |
| Package configurator | room, projector, sound, coffee break, lunch | quote in 2 minutes instead of 24 h | 15 to 20 % |
| Automatic quote and invoice | PDF with TRN, 5 % VAT, terms | compliant invoicing without re-keying | 10 to 15 % |
| Online payment | card, bank transfer, deposit links | deposit collected before the event | 10 to 15 % |
| Company account area | history, invoices, multi-user accounts | retention of recurring accounts | 10 to 15 % |
| Occupancy dashboard | rate per room, revenue, average basket | pricing by time slot | 10 to 15 % |
| Back office and roles | rates, blocks, partner caterers | team autonomy | 10 to 15 % |
Payments need special care: large companies often pay by transfer at 30 days, while SMEs and event agencies prefer to pay a 30 to 50 % deposit by card. The platform must handle both, with automatic reminders for the balance.
Custom build or foreign SaaS: 3-year cost
Off-the-shelf room booking software costs 150 to 400 EUR a month, or about 98,000 to 262,000 FCFA. It handles calendars well, catering packages, local invoicing rules and custom payment flows much less so.
| Criterion | Off-the-shelf SaaS | Kolonell custom platform |
|---|---|---|
| Upfront cost | 0 to 760 EUR setup | 4 to 7 M FCFA (6,100 to 10,670 EUR) |
| Monthly cost | 150 to 400 EUR | Standard maintenance 75,000 FCFA (110 EUR) |
| 3-year cumulative cost | 5,400 to 15,160 EUR | 10,060 to 14,630 EUR |
| Deposit and split payments | often limited | built in |
| Invoice with TRN and 5 % VAT | manual workarounds | native |
| Catering and equipment packages | limited | unlimited configuration |
| Ownership of client data | with the vendor | with you |
| Time to go live | 1 to 3 weeks | 10 to 14 weeks |
Over three years the cost gap narrows, and the platform remains your asset. SaaS is fine for a two-room centre with no catering; beyond five rooms with packages, custom becomes more profitable and easier to sell.
Delivery schedule
Weeks 1 and 2: workshops, rate card, mock-ups. Weeks 3 to 9: building the calendar, configurator, payments and back office. Weeks 10 and 11: acceptance testing with the sales team and three pilot clients. Weeks 12 to 14: adjustments, training and go-live. A marketing website for the rooms can be launched in parallel, from 800,000 FCFA (1,220 EUR) in the Starter offer.
Mini case study
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Layla manages 8 rooms across two business centres in Dubai, rented on average 800 USD a day, or 176 room-days available per month over 22 working days. Cautious assumption: online booking and the end of double bookings add 3 occupancy points, about 5 extra room-days a month, or 4,000 USD of additional revenue. For a platform at 5,500,000 FCFA (8,380 EUR) plus 110 EUR monthly maintenance, the investment is covered in just over 2 months on this assumption.
FAQ
How much does a meeting room booking platform cost?
At Kolonell, count 4 to 7 M FCFA (6,100 to 10,670 EUR) depending on the number of rooms, packages and payment methods. A simple version without catering can fit the 2.5 to 4 M FCFA band (3,810 to 6,100 EUR).
Can clients pay a deposit online?
Yes, the 30 to 50 % deposit is paid by card and confirmed automatically by the platform. The balance can then be settled by bank transfer on invoice.
Does the invoice meet UAE rules?
Yes, it shows the TRN, 5 % VAT and sequential numbering. It is generated as a PDF and sent to the client on confirmation.
How long until we are live?
10 to 14 weeks from the first workshop to production. The first two weeks validate the rate card, often the longest point to settle.
What does maintenance include?
The Standard plan at 75,000 FCFA (110 EUR) a month covers monitored hosting, fixes, security updates and small changes. The Premium plan at 120,000 FCFA (180 EUR) adds a larger monthly development allowance.
Let's scope your project. Tell us your number of rooms, packages and payment methods: we price the platform within the 4 to 7 M FCFA range with a 10 to 14 week schedule. Detailed quote within 48 h. WhatsApp +221 77 596 93 33 or request a free quote.
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.
