The verdict in three sentences
A custom private school management platform in London costs between 60,000 and 145,000 EUR in 2026, with a 4 to 8 month timeline depending on the number of modules. An education SaaS (3 to 8 EUR per pupil per year) is cheaper upfront but locks you in once you pass 400-500 pupils or need a bespoke parent portal. The real payoff of custom software is not the price: it is tuition collection, where automating reminders and online payment adds 3 to 5 points to your collection rate.
How much custom software costs in 2026
Price depends on functional scope. Here are the 2026 orders of magnitude for a school of 300 to 900 pupils.
| Module | Scope | Indicative 2026 cost (EUR) |
|---|---|---|
| Online admissions | Forms, attachments, approval workflow | 9,000 - 18,000 |
| Pupil record & grades | Reports, averages, competencies | 12,000 - 22,000 |
| Attendance & pastoral | Registers, notes, SMS alerts | 7,000 - 14,000 |
| Tuition billing | Schedules, credit notes, auto reminders | 12,000 - 25,000 |
| Online payment | Card, direct debit, auto receipts | 7,000 - 16,000 |
| Parent portal | Secure space, messaging, documents | 12,000 - 26,000 |
| Full project | All modules + data migration | 60,000 - 145,000 |
On top of this comes annual maintenance of 15 to 20 % of the build cost, roughly 10,000 to 24,000 EUR per year to host, fix and evolve the platform.
Custom vs SaaS: the real trade-off
SaaS wins for small schools, custom wins as soon as volume rises and your rules become specific.
| Criterion | Education SaaS | Custom |
|---|---|---|
| Upfront cost | 0 - 6,000 EUR | 60,000 - 145,000 EUR |
| Recurring cost | 3 - 8 EUR/pupil/year | 15 - 20 % build/year |
| 5-year cost at 600 pupils | 9,000 - 24,000 EUR | 110,000 - 220,000 EUR |
| Bespoke parent portal | Limited | Full |
| Own billing rules | Rigid | Bespoke |
| Code & data ownership | No | Yes |
| Time to launch | 2 - 6 weeks | 4 - 8 months |
Bottom line: under 400 pupils with standard needs, SaaS is enough. Beyond that, or with complex schedules, bursaries and sibling billing, custom becomes profitable.
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Mini case study
Sophie runs a private school group of 620 pupils in London. Average tuition: 4,200 EUR per year per pupil, a theoretical turnover of 2,604,000 EUR. Before the project, her collection rate capped at 93 %: 182,000 EUR in unpaid or chronically late fees.
She invests 90,000 EUR in custom software (admissions, billing, direct debit, parent portal, automated reminders). The following year: collection rises to 97 %, meaning 104,000 EUR more collected. The tool pays for itself in under 11 months, before even counting the 15 hours per week of admin time saved on data entry and payment tracking.
FAQ
What is the minimum budget to start? Around 60,000 EUR for an admissions + billing + online payment core. You can phase it: a first lot at 35,000-45,000 EUR, then grades and parent portal in V2.
How long until the first operational intake? Between 4 and 8 months. A project started in January is usually ready for May admissions and September start.
Does online payment really improve collection? Yes: schools moving to direct debit plus automated reminders gain on average 3 to 5 points of collection rate, often over 80,000 EUR for a 600-pupil school.
Is it GDPR-compliant for minor pupil data? Yes, provided you host in the EU/UK, encrypt sensitive data and manage parental consent. These points are included in the custom platform budget.
Can we migrate data from the old system? Yes, data migration (pupils, history, invoices) is a separate line, typically 5,000 to 12,000 EUR depending on the quality of the existing export.
Let's scope your project. Tell us your pupil count, priority modules and indicative budget and we will frame the scope and phasing. 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.
