The verdict in three sentences
For an NGO or research firm running fewer than 5 surveys a year, KoboToolbox or ODK are enough and cost almost nothing. An organisation running collection at scale, with 20,000 questionnaires a year, multiple programmes and strict quality control, pays back a custom app in 2 to 3 years. SurveyCTO sits in between, but its dollar invoice adds up quickly.
Market options in 2026
A Dubai-based humanitarian organisation coordinates field surveys in the Sahel through partner teams, for example a Bamako survey operator with 40 enumerators working in the Ségou, Mopti and Sikasso regions, often without 3G coverage for days.
| Solution | 2026 cost | Offline | Quality control | Donor dashboards |
|---|---|---|---|---|
| KoboToolbox (humanitarian server) | Free for NGOs, paid plans from $159/month for companies | Yes | Basic (input constraints) | Limited, Excel export |
| Self-hosted ODK Central | Server 25,000 to 60,000 FCFA/month ($40 to $100) | Yes | Basic | To be built (Power BI, Metabase) |
| SurveyCTO | $200 to $1,000/month by volume (120,000 to 600,000 FCFA) | Yes | Good (audio audits, alerts) | Average |
| Custom app | 6,000,000 to 12,000,000 FCFA ($10,000 to $20,000), then 15%/year | Yes, deferred sync | Full and tailored | Dedicated donor portal |
| Spreadsheets and WhatsApp | Almost free | Partial | None | None |
KoboToolbox remains the humanitarian standard, but its free tier targets non-profits. Commercial field partners need a paid plan or self-hosted ODK.
What a custom app adds
Custom software makes sense when collection is core to the operation. Typical modules and costs (2026 order of magnitude, built in Bamako or Dakar):
| Module | Indicative cost | Measurable gain |
|---|---|---|
| Offline Android app (dynamic forms, GPS, photos) | 2,500,000 to 4,000,000 FCFA | Data entry with no network for up to 15 days |
| Deferred sync and conflict resolution | 800,000 to 1,500,000 FCFA | Zero lost questionnaires |
| Quality control (interview duration, geofencing, back-checks) | 1,000,000 to 2,000,000 FCFA | Rejection rate from 12% to 3% |
| Dashboards and donor portal | 1,200,000 to 2,500,000 FCFA | Real-time reporting |
| Enumerator management and Orange Money payouts | 500,000 to 2,000,000 FCFA | Bonuses paid within 48 h |
| Hosting and maintenance | 15%/year, i.e. 900,000 to 1,800,000 FCFA | Android updates, security |
Quality control is often the most profitable module: a rejected and redone questionnaire costs 3,000 to 6,000 FCFA ($5 to $10) in travel, enumerator time and bonus. At 20,000 questionnaires, going from 12% to 3% rejections avoids 1,800 redos.
3-year cost for 20,000 questionnaires a year
| Option | Year 1 | Years 2 and 3 | 3-year total |
|---|---|---|---|
| Paid KoboToolbox + Excel checks | 1,150,000 FCFA | 2,300,000 FCFA | 3,450,000 FCFA |
| SurveyCTO (about $500/month) | 3,600,000 FCFA | 7,200,000 FCFA | 10,800,000 FCFA |
| Custom (9,000,000 FCFA, 15% maintenance) | 9,000,000 FCFA | 2,700,000 FCFA | 11,700,000 FCFA |
| Cost of redos at 12% (Kobo) | 10,800,000 FCFA/year | 21,600,000 FCFA | 32,400,000 FCFA |
| Cost of redos at 3% (custom) | 2,700,000 FCFA/year | 5,400,000 FCFA | 8,100,000 FCFA |
Including redos (at 4,500 FCFA each), the custom app totals 19,800,000 FCFA over 3 years (about $33,000) against 35,850,000 FCFA (about $60,000) for KoboToolbox alone. SurveyCTO also cuts redos but stays billed in dollars, with no tailored donor portal.
Mini case study
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Mariam Traoré runs a Bamako research firm that collects data for a Dubai-based humanitarian agency: 40 enumerators, 20,000 questionnaires a year. With KoboToolbox, she rejects 2,400 questionnaires (12%), redone at 4,500 FCFA, i.e. 10,800,000 FCFA a year in losses. A custom app at 9,000,000 FCFA with geofencing and duration checks brings rejections down to 600, i.e. 2,700,000 FCFA. Yearly savings: 8,100,000 FCFA, minus 1,350,000 FCFA maintenance. Payback in about 16 months, before counting the donor portal now billed at 250,000 FCFA per study.
FAQ
Is KoboToolbox really free?
The free humanitarian server is reserved for humanitarian and development organisations. Commercial companies need a paid plan (from about $159 a month) or self-hosted ODK for 25,000 to 60,000 FCFA a month.
How many days can the app stay offline?
A well-built app stores thousands of encrypted questionnaires on the phone and lasts 15 days without network. Sync resumes automatically as soon as a 2G or 3G connection appears.
Which phones should enumerators use?
An Android smartphone at 60,000 to 90,000 FCFA ($100 to $150) with 3 GB RAM and a 10,000 mAh power bank is enough. For 40 enumerators, the hardware budget is about 3,600,000 FCFA.
Where should collected data be hosted?
Hosting with a West African provider or an encrypted European cloud is common. You must comply with Mali's Law No. 2013-015 on personal data and with your donors' requirements.
How long does development take?
Allow 10 to 14 weeks for a first version with forms, sync and dashboards. The Orange Money enumerator payout module adds 2 to 3 weeks.
Let's scope your project. Tell us your questionnaire volume, number of enumerators and quality requirements: we will cost an offline app between 6,000,000 and 12,000,000 FCFA with a 10 to 14 week schedule. 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.
