The verdict in three sentences
A B2B subscription module for a supplies distributor in Dublin costs €15,000 to €35,000 excluding VAT in 2026, depending on plan flexibility and ERP integration. SEPA direct debit, at roughly €0.30 to €0.50 per collection, makes recurring payment almost free compared with cards or cheques. Reaching 40% of revenue from subscriptions is realistic within 18 to 24 months if the offer targets regularly consumed products: paper, toner, hand towels, soap, bin bags.
Why move from one-off orders to subscriptions
Business customers of a supplies distributor often order at the last minute, by phone or email, when the paper or hand towels run out. Each order ties up a sales rep or an assistant, and the customer compares prices every time with large online marketplaces. A subscription flips the logic: the customer sets quantities and frequency once, gets delivered automatically and adjusts online whenever needed.
| Criterion | One-off orders | B2B subscription |
|---|---|---|
| Handling cost per order | €10 to €15 | €1.50 to €3 |
| Revenue predictability | low | 40% recurring targeted |
| Annual customer churn | 15 to 20% | 6 to 10% among subscribers |
| Collection | transfer at 30 or 45 days, chasing | SEPA direct debit on a fixed date |
| Invoicing | manual or semi-automatic | automatic invoice at each cycle |
| Delivery planning | ad hoc | routes optimised by frequency |
What the module costs in 2026
The budget depends on the number of plans, handling of multiple sites for one customer and sync with the ERP or order management system.
| Scope | Features | Indicative budget excl. VAT | Timeline |
|---|---|---|---|
| Core | fixed-quantity subscription, online SEPA mandate, PDF invoice | €15,000 to €19,000 | 8 to 10 weeks |
| Standard | + chosen frequencies, online changes, pause, failed-payment retry | €19,000 to €25,000 | 10 to 12 weeks |
| Advanced | + multi-site accounts, buyer approval, budget per department | €25,000 to €30,000 | 12 to 15 weeks |
| Integrated | + ERP sync, stock, contract prices and structured e-invoices | €30,000 to €35,000 | 14 to 17 weeks |
E-invoicing is becoming a direct concern: the EU ViDA package is moving member states towards structured electronic invoices for B2B trade, and Ireland has announced a phased rollout. A module that already issues structured invoices avoids a second project later.
Collection costs: SEPA, card, transfer
| Method | Cost per transaction (2026 order of magnitude) | Time to cash | Fit for subscriptions |
|---|---|---|---|
| SEPA B2B or Core direct debit | €0.30 to €0.50 | D+2 to D+5 | excellent |
| European card | 1.2 to 1.8% + €0.25 | D+2 | fair, cards expire |
| Transfer at 30 days | €0 for the seller | 30 to 60 days in practice | poor, manual chasing |
| Cheque | €1 to €3 internal handling | 5 to 15 days | no |
| B2B buy now pay later | 1.5 to 3% | D+1 | useful for large one-off baskets |
On a €280 monthly basket, a €0.40 SEPA collection is 0.14% of the amount, against more than 1.5% for a card.
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Mini case study
Aoife, managing director of an office and hygiene supplies distributor in Dublin, turns over €4,200,000 excluding VAT with 1,200 business customers. Her target: 500 subscribers with an average monthly basket of €280, or €1,680,000 a year, exactly 40% of revenue. She invests €25,000 in an Advanced module. The 6,000 yearly orders moved to subscription each cost €10 less to handle, saving €60,000. Subscriber churn falls from 18% to 8%: 50 customers retained at €3,360 a year, or €168,000 of revenue kept and €42,000 of margin at 25%. Against €2,400 of yearly SEPA fees, the module pays back in about 3 months.
FAQ
Is SEPA B2B direct debit mandatory for business customers?
No, SEPA Core also works between companies, but the payer has 8 weeks to claim a refund. SEPA B2B removes that refund right, but the customer's bank must register the mandate, which slows sign-up by about 1 to 2 weeks.
What happens if a collection fails?
The module emails the customer within 24 h, offers a backup card payment and can pause deliveries after 2 failures. Bank return fees usually sit around €5 to €15 depending on the bank.
Can customers change their subscription freely?
Yes, from the Standard plan: quantities, frequency and pauses can be changed online up to 48 h before picking. Distributors often see 30 to 40% of subscribers adjust at least once a quarter.
Do we need to replace our existing webshop?
Rarely. The module plugs into the current catalogue or runs as a separate customer portal linked to the ERP. A full rebuild only makes sense if the current site cannot handle business accounts.
Let's scope your project. Send us your number of business customers, recurring product families and ERP, and we will price a subscription module between €15,000 and €35,000 excluding VAT with a 2 to 4 month plan. 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.
