The verdict in three sentences
A custom school management platform links admissions, grades, payments and parent communication, where a private group still juggles notebooks and Excel files. In 2026, budget 5,000,000 to 14,000,000 FCFA for custom, versus 1,000 to 3,000 FCFA/student/year for a school SaaS. The return shows mainly in collections: up to -30 % unpaid fees thanks to online payment and automatic reminders.
Modules of a school platform
A school group manages four flows: students, teaching, money and parent relations. Each module has its own cost and impact.
| Module | What it solves | Custom range 2026 (FCFA) |
|---|---|---|
| Admissions & student records | Centralizes intake and documents | 900,000 - 2,200,000 |
| Grades, report cards & averages | Automates calculation and issuing | 1,000,000 - 2,500,000 |
| Online tuition payment | Wave, Orange Money, auto reminders | 1,200,000 - 3,000,000 |
| Parent portal & app | Grades, absences, communication | 1,000,000 - 2,800,000 |
| Timetable & attendance | Class scheduling, digital roll call | 800,000 - 2,000,000 |
| Leadership reporting & headcount | Consolidated multi-site view | 700,000 - 1,800,000 |
A Starter core (admissions + grades + payment) starts around 5,000,000 FCFA. A full platform with a parent app and multi-site reaches 12,000,000 to 14,000,000 FCFA. Timeline is 5 to 8 months.
Custom vs school SaaS: the 4-year math
SaaS bills per student. For a large group, the annual cost eventually exceeds an amortized custom project.
| Criterion | Custom | School SaaS |
|---|---|---|
| Upfront cost | 5,000,000 - 14,000,000 FCFA | 100,000 - 500,000 FCFA (setup) |
| Annual cost | 900,000 - 2,000,000 FCFA (maintenance) | 1,000 - 3,000 FCFA/student |
| 4-year cost, 800 students | 8,600,000 - 22,000,000 FCFA | 3,700,000 - 10,100,000 FCFA |
| 4-year cost, 2,500 students | 8,600,000 - 22,000,000 FCFA | 10,500,000 - 30,500,000 FCFA |
| Business customization | Total | Limited |
| Student data ownership | You | Vendor |
Below 800 students, SaaS is often cheaper. Above 2,000 to 2,500 students, or for a multi-site group with specific needs, custom takes the lead.
Collections ROI: what -30 % unpaid fees is worth
Unpaid tuition weighs heavily on a private school's cash flow. Online payment and automatic reminders cut it sharply.
| Indicator | Before | After (-30 % unpaid) | Gain |
|---|---|---|---|
| Tuition revenue | 480,000,000 FCFA | 480,000,000 FCFA | - |
| Unpaid rate | 12 % | 8.4 % | -3.6 pts |
| Annual unpaid amount | 57,600,000 FCFA | 40,300,000 FCFA | 17,300,000 FCFA recovered |
| Administrative hours saved | 3,600,000 FCFA | 1,400,000 FCFA | 2,200,000 FCFA |
| Total annual gain | ~19,500,000 FCFA |
An annual gain near 19,500,000 FCFA pays back a 10,000,000 FCFA project in about six months.
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Mini case study
Mrs. Bamba runs a private school group of 1,800 students. Her unpaid rate reaches 13 %, i.e. 62,400,000 FCFA on revenue of 480,000,000 FCFA. She invests 11,000,000 FCFA in a custom platform with Wave/Orange Money payment and automatic reminders. Within a year, unpaid fees fall to 9 %, recovering 19,200,000 FCFA, and administration saves 2,400,000 FCFA in hours. Total gain: 21,600,000 FCFA, project paid back in 6.1 months.
FAQ
How much does custom school software cost in 2026?
Between 5,000,000 and 14,000,000 FCFA depending on modules. An admissions + grades + payment core starts at 5,000,000 FCFA; a full platform with a parent app exceeds 12,000,000 FCFA.
Does online payment work with Wave and Orange Money?
Yes. We integrate Wave and Orange Money natively, with automatic SMS and email reminders. It's the main lever for cutting unpaid fees.
Isn't a school SaaS simpler?
Below 800 students, often yes. Above 2,000 students, SaaS per-student cost can exceed 30,000,000 FCFA over 4 years, versus an amortized custom build you own.
How long to deploy before a school year?
5 to 8 months. We plan go-live for the start of the year, delivering admissions and payment first, then grades and the parent app.
Do parents need to install an app?
A mobile app is possible, but a responsive web portal is often enough: grades, absences, invoices and messages accessible from a simple browser, even on 3G.
Let's scope your project. Give us the number of students, sites and priority modules (payment, grades, parent app) with a target budget: we cost the core and phases. 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.
