The verdict in three sentences
Custom management software for a private school ranges from 40 000 to 110 000 EUR in 2026, driven by module count and student volume. The real ROI comes from tuition collection: automated billing, reminders and online payment slash unpaid balances. Budget 4 to 6 months of development for a full enrollment + tuition + parent portal foundation.
What each building block costs in 2026
Price depends mostly on functional scope. Here are 2026 orders of magnitude for a 300 to 1 200-student school.
| Module | Indicative price 2026 (EUR) | Timeline | Main gain |
|---|---|---|---|
| Student records (SIS) | 9 000 - 18 000 | 4-6 wks | Centralization, no more spreadsheets |
| Online enrollment & re-enrollment | 7 000 - 16 000 | 3-5 wks | -50 % admin data entry |
| Tuition billing + payment plans | 11 000 - 24 000 | 5-7 wks | -35 % unpaid balances |
| Online payment (card, SEPA) | 6 000 - 13 000 | 2-4 wks | Next-day collection |
| Parent portal (grades, absences, docs) | 9 000 - 20 000 | 5-8 wks | -40 % front-desk calls |
| Grades, report cards & councils | 8 000 - 17 000 | 4-6 wks | One-click report cards |
A Starter foundation (records + enrollment + billing) fits in 40 000 - 55 000 EUR. A full system with parent portal and report cards climbs toward 85 000 - 110 000 EUR.
The real impact: tuition collection
Unpaid tuition is the top loss item for private schools. A billing module with automated reminders changes the equation.
| Metric | Before software | After software | Effect |
|---|---|---|---|
| Annual unpaid rate | 8 % | 4.5 % | -3.5 pts |
| Average collection delay | 34 days | 12 days | -22 days |
| Front-desk hours / month | 60 h | 32 h | -28 h |
| Families chased manually | 100 % | 15 % | Automation |
| Billing errors | frequent | near zero | Reliability |
Mini case study
Sophie, head of an 800-student private group in Nantes, bills 5 200 000 EUR in tuition per year. At 8 % unpaid, she loses 416 000 EUR in hard-to-recover receivables annually. Custom software at 68 000 EUR brings unpaid down to 4.5 %, recovering 182 000 EUR in the first year alone. The tool pays for itself in under 5 months, not counting the 28 monthly front-desk hours saved.
FAQ
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Why not use an off-the-shelf tool at 200 EUR/month?
Turnkey solutions suit small structures but impose their logic. Above 400 students or with specific billing rules (siblings, scholarships, payment plans), custom pays off within 2 to 3 years.
How long to go live?
Budget 4 to 6 months for a full foundation. A first version (records + enrollment) can ship in 8 to 10 weeks to start a school year.
Is the parent portal essential?
Not mandatory, but it cuts front-desk calls by 40 % and clearly improves on-time payment. It is often the module with the best perceived ROI.
Is student data GDPR compliant?
Yes: EU hosting, parental consent, retention periods and a processing register are built in by design. This is non-negotiable for a school.
Can we connect it to our accounting?
Yes, via export or API to Sage, Cegid or EBP. Tuition billing feeds ledger entries automatically, avoiding double entry.
Let's scope your project. Tell us your headcount, tuition rules and priority modules (enrollment, billing, parent portal): we frame a costed scope, indicative budget 40 000-110 000 EUR. 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.
