The verdict in three sentences
A private school juggles enrolment, grades and billing, often spread across several tools and spreadsheets. In 2026, a custom solution costs 40,000 to 100,000 EUR (excl. VAT) and ships in 18 to 26 weeks, versus 5 to 15 EUR per student per year for a SaaS licence. The parent portal and online payments cut unpaid fees by about 20%.
Custom vs per-student SaaS licence
A SaaS licence is economical while enrolment stays modest and needs are standard. Custom makes sense when the school has specifics (pedagogy, multiple cycles, several campuses) or wants control over its data.
| Criterion | SaaS licence | Custom |
|---|---|---|
| Upfront cost | 1,500-6,000 EUR (setup) | 40,000-100,000 EUR |
| Recurring cost | 5-15 EUR/student/yr | 15%/yr maintenance |
| Timeline | 3-6 weeks | 18-26 weeks |
| Parent portal | Standard | Tailored |
| Online payment | Often optional | Built in (SEPA, card) |
| Timetables | Basic | Own rules |
| Data ownership | Vendor | School |
Functional scope and budget per module
Here is a 2026 order of magnitude to build the project in batches and spread the investment.
| Module | Range EUR (excl. VAT) | Indicative time |
|---|---|---|
| Student record and enrolment | 12,000-26,000 | 6-8 weeks |
| Grades, report cards, skills | 9,000-22,000 | 5-7 weeks |
| Billing and online payment | 8,000-20,000 | 4-6 weeks |
| Parent / student portal | 7,000-18,000 | 4-5 weeks |
| Timetables and absences | 6,000-16,000 | 3-5 weeks |
| Integrations (accounting, LMS, SSO) | 4,000-12,000 | 2-4 weeks |
Maintenance (about 15%/yr) covers regulatory changes, security of minors' data and support during back-to-school peaks.
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Mini case study
Mrs Lefevre, head of an 850-student private school in Nantes, manages billing on spreadsheets and suffers about 6% unpaid fees on average tuition of 4,200 EUR/student/year, i.e. 3.57M EUR revenue and ~214,000 EUR unpaid. She invests 78,000 EUR in a custom solution plus 11,700 EUR of annual maintenance. The parent portal with online payment and automated reminders brings unpaid fees from 6% to 4.8%, i.e. 1.2 points on 3.57M EUR = ~43,000 EUR recovered per year. The project pays back in under two years, not counting the admin time saved at enrolment.
FAQ
At what enrolment does custom become relevant? Below ~400 students with standard needs, a SaaS licence often suffices. Beyond that, or with multiple cycles/campuses, custom becomes attractive from 40,000 EUR.
Is online payment secure? Yes: SEPA and card integration via a certified provider, with automatic reconciliation and scheduled reminders, which explains the drop in unpaid fees.
How far ahead of the school year should we start? Budget 18 to 26 weeks, so a start 6 to 7 months before the target year, with data migration and staff training beforehand.
Is minors' data protected? GDPR compliance is built in (data minimisation, retention periods, parental consent) and maintenance keeps the security level over time.
Can we connect our accounting software? Yes, via connectors (entry export, reconciliation). Budget 4,000 to 12,000 EUR depending on the target software.
Let's scope your project. Share your enrolment, your cycles and your billing needs for a quote between 40,000 and 100,000 EUR (excl. VAT). 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.
