The verdict in three sentences
Custom software for a private higher education institution costs, in 2026, between 45,000 and 95,000 EUR, versus 12,000 to 40,000 EUR/year for an off-the-shelf SIS priced per student. Custom becomes profitable from 300 to 400 students because it absorbs admissions, records, work-study and fee payment into a single flow. The real risk is not the price: it is underestimating work-study agreement management and payment reconciliation.
Custom vs off-the-shelf SIS: the real 3-year cost
Student Information Systems bill per active student. Below 500 students the subscription looks reasonable; beyond that the bill climbs and you stay locked into a standard data model that fits work-study programmes poorly.
| Criterion | Custom (Kolonell) | Off-the-shelf SIS (SaaS) |
|---|---|---|
| Upfront cost | 45,000 - 95,000 EUR | 3,000 - 8,000 EUR (setup) |
| Annual cost | 6,000 - 12,000 EUR (maintenance) | 12,000 - 40,000 EUR/year |
| Total 3-year cost (400 students) | 63,000 - 131,000 EUR | 39,000 - 128,000 EUR |
| Work-study model | Native custom | Limited adaptation |
| Student/parent portal | Included | Often paid option |
| Data ownership | Full | Third-party host |
| Implementation time | 6 - 9 months | 2 - 4 months |
Over 3 years the two models cross around 400 students. Beyond that, every extra cohort weighs on the SaaS while custom stays at fixed cost.
What a full scope covers
A realistic project splits into modules, each with its own effort. Here is the 2026 order of magnitude for a Dakar-based studio serving a London client.
| Module | Effort (person-days) | Indicative budget |
|---|---|---|
| Admissions & applicant files | 15 - 25 | 9,000 - 15,000 EUR |
| Records & grades/transcripts | 20 - 30 | 12,000 - 18,000 EUR |
| Work-study & agreements | 12 - 20 | 7,000 - 12,000 EUR |
| Student / parent portal | 10 - 18 | 6,000 - 11,000 EUR |
| Fee payment (card/direct debit) | 8 - 14 | 5,000 - 9,000 EUR |
| Reporting & dashboards | 8 - 12 | 5,000 - 8,000 EUR |
Integrating tuition fee payment (staged direct debit, card, automatic reconciliation) is the module that pays off fastest: it removes hours of data entry and makes arrears tracking reliable.
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Mini case study
Ms. Turner, registrar of a 520-student private institution in London, pays 31,000 EUR/year for a per-student SaaS SIS, plus two part-time admin roles for re-keying payments and tracking work-study agreements. She invests 72,000 EUR in a custom tool with integrated direct-debit payment. Automatic reconciliation saves around 22 hours/month of entry (roughly 8,000 EUR/year fully loaded) and the SaaS subscription disappears. Recurring annual saving: ~39,000 EUR. Payback in under 24 months, after which the school pays only maintenance (~9,000 EUR/year).
FAQ
How long to deploy before an intake? Plan 6 to 9 months. To target a September intake, scoping must start by January at the latest so admissions can be tested on a real campaign.
Can we migrate data from the old SIS? Yes, migrating student files, grades and payment history is part of the project. Budget 5 to 10 days depending on how clean the source data is.
Is fee payment truly integrated? Yes: staged direct debit, card, automatic reminders and reconciliation. It is the highest-ROI module, saving 15 to 25 hours of entry per month.
What if enrolment doubles? The custom cost stays fixed (hosting + maintenance), whereas a per-student SaaS would see its bill double. That is the key argument beyond 400 students.
Who owns the code and data? You do. Source code is delivered and data stays on the host of your choice, a key point for an institution's GDPR compliance.
Let's scope your project. Tell us your enrolment, your priority modules (admissions, work-study, payment) and a target intake: we price the exact 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.
