The verdict in three sentences
A custom management tool for a private school group costs 30,000 to 50,000 EUR, whereas EdTech SaaS charges 3 to 8 EUR per pupil per year. Custom wins as soon as you run several sites, specific cycles or complex fee billing. Plan for 14 to 20 weeks and special attention to GDPR for minors (parental consent, data minimization).
The modules of a school group
The goal is to smooth the administrative year: enroll online, track academics and grades, bill and collect fees, and inform parents via a portal. Custom fits your cycles (kindergarten to high school, options, boarding) without compromise.
| Module | Scope | Indicative 2026 cost (EUR) |
|---|---|---|
| Online enrollment | File, attachments, waiting lists | 6,000 |
| Academics / grades | Classes, timetables, report cards | 10,000 |
| Fee billing / payment | Payment plans, reminders, online payment | 7,000 |
| Parent portal | Absences, grades, messaging, documents | 5,000 |
| Reporting / steering | Headcount, unpaid, re-enrollment rate | 4,000 |
| Total build | Full scope | 30,000 - 50,000 |
EdTech SaaS vs custom: the math for 800 pupils
SaaS bills per pupil; custom fixes the cost. Comparison for an 800-pupil group.
| Item | EdTech SaaS (6 EUR/pupil/yr) | Kolonell custom |
|---|---|---|
| Year 1 cost | 4,800 EUR (subscription) | 40,000 EUR (build) |
| Recurring annual cost | 4,800 EUR | 6,500 EUR (maintenance/hosting) |
| 5-year cumulative | 24,000 EUR | 66,000 EUR |
| 5-year cumulative at 2,500 pupils | 75,000 EUR | 66,000 EUR |
| Fit to cycles | Standard | Total |
| Code and data ownership | No | Yes |
At modest headcount, SaaS stays cheaper; above 1,500-2,000 pupils or with several sites, custom balances TCO and removes vendor lock-in.
Mini case study
Sophie, administrative director of a 3-site school group (1,900 pupils) in Bordeaux, handled enrollment and unpaid-fee reminders manually, tying up 2 roles at the start-of-year peak. She invests 44,000 EUR in custom software. Digitized enrollment and automated fee reminders cut the load by 1.2 roles (2026 order of magnitude saving: 34,000 EUR/year) and reduce unpaid fees by about 30 %. The tool pays back in about 16 months.
FAQ
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How much does custom school management software cost?
Between 30,000 and 50,000 EUR. Academics and grades management is the central item (about 10,000 EUR) as it structures classes, timetables and report cards.
How do you handle GDPR for minors?
Through data minimization, parental consent collection, access limited to strict necessity and EU hosting. These rules are built in from design.
Is online fee payment included?
Yes, the billing module handles payment plans, automatic reminders and online payment (card, direct debit). In West Africa, Wave and Orange Money can be integrated.
How long to deliver?
Plan for 14 to 20 weeks. The enrollment module is often prioritized to be live before the back-to-school campaign.
Is custom justified for a single school?
For a single school under 1,000 pupils with standard needs, EdTech SaaS is often more rational. Custom wins with multiple sites or specific cycles.
Let's scope your project. Tell us your pupil count, number of sites and fee-billing methods: we'll price an enrollment/academics/billing core, indicative budget 30,000-50,000 EUR, delivery 14-20 weeks. 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.
