The verdict in three sentences
Digitising enrolment, grades and billing means either a school SaaS at EUR 4-12/student/year or a custom build at EUR 30,000-80,000 that fits your organisation and parent portal exactly. The custom timeline is 4 to 7 months, with EUR 400 to 1,000/month of maintenance. The real stakes are twofold: -30% administrative workload and airtight data protection on minors' data.
SaaS vs custom: the comparison
| Criterion | School SaaS | Custom |
|---|---|---|
| Entry cost | EUR 0 - 3,000 (setup) | EUR 30,000 - 80,000 |
| Recurring cost | EUR 4 - 12/student/year | Maintenance EUR 400 - 1,000/month |
| Time to go live | 4 - 8 weeks | 4 - 7 months |
| Branded parent portal | Standard | 100% custom |
| Billing & direct debit | Basic to advanced | Custom (schedules) |
| Fit to internal rules | Limited | Total |
| Data & code ownership | No | Yes |
For a 600-student school, a SaaS at EUR 9/student/year costs EUR 5,400/year, i.e. EUR 16,200 over 3 years. A custom build at EUR 55,000 + EUR 700/month maintenance totals EUR 80,200 over 3 years: justified only by strong specifics (multi-site, complex billing, integrations).
Typical functional scope
| Function | Impact | Indicative 2026 budget (EUR) |
|---|---|---|
| Enrolment & student files | Smooth term start, less paper | 6,000 - 16,000 |
| Grades, reports & absences | Academic tracking, alerts | 7,000 - 18,000 |
| Billing & online payment | Collection, payment plans | 6,000 - 16,000 |
| Parent portal (web/mobile) | Communication, fewer calls | 8,000 - 20,000 |
| Timetable & rooms | Optimisation, cover | 4,000 - 12,000 |
| Data protection & archiving | Secured minors' data | 3,000 - 9,000 |
Mini case study
Claire, head of a private school group in Toronto (620 students, 2 sites), juggles 4 tools. She invests EUR 58,000 over 6 months + EUR 750/month maintenance.
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The parent portal and online billing remove the equivalent of 0.8 admin FTE (~EUR 28,000/year) and cut unpaid fees from 3.5% to 1.2% on EUR 2.2M of billed tuition, i.e. ~EUR 50,600 of secured cash/year. The admin saving does reach -30%. The investment pays back in about 15 months.
FAQ
SaaS or custom for a school in 2026? Without strong specifics, the SaaS at EUR 4-12/student/year is enough. With multi-site, complex billing or integrations, custom at EUR 30,000-80,000 is justified.
What does a parent portal cost? Budget EUR 8,000 to 20,000 for a branded web/mobile portal with messaging, grades, absences and payments. It's the module that cuts calls the most.
Is data protection a real issue? Yes, especially on minors' data: processing records, consent, in-region hosting and archiving. Budget EUR 3,000 to 9,000 for a compliant baseline.
What's the implementation timeline? Between 4 and 7 months, ideally delivered for the start of the school year, with a pilot phase on one grade.
What admin saving can I expect? A realistic saving is -30% of admin time, via automated enrolment, billing and parent communication.
Let's scope your project. Share your student count, sites and current tools, and we'll compare SaaS vs custom on your case. 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.
