The verdict in three sentences
Below 300 students, an off-the-shelf solution at 3-8 EUR/student/year is financially unbeatable. Between 500 and 1,500 students spread across several campuses, custom software at 40,000-85,000 EUR excl. tax pays off within 3 years thanks to automated billing and an integrated parent portal. The decision point is not headcount alone but the complexity of your tuition rules (sibling discounts, payment plans, scholarships).
Off-the-shelf vs custom: the real 2026 comparison
SaaS school vendors bill per active student plus an annual base fee. Custom software is an upfront investment amortized over the tool's lifespan (5-7 years typically).
| Criterion | Off-the-shelf | Custom software |
|---|---|---|
| Entry cost | 0-3,000 EUR setup | 40,000-85,000 EUR excl. tax |
| Recurring cost | 3-8 EUR/student/year | 4,000-9,000 EUR/year maintenance |
| Time to launch | 2-6 weeks | 3-5 months |
| Parent portal | Standard, unbranded | Custom, your brand |
| Billing rules | Limited to presets | Unlimited (siblings, grants) |
| Data ownership | Vendor | You |
| Payment integration | Often an add-on | Native (SEPA, card, mobile) |
For 800 students, an off-the-shelf tool at 6 EUR/student costs 4,800 EUR/year, or 24,000 EUR over 5 years. Custom at 60,000 EUR + 6,000 EUR/year reaches 90,000 EUR over 5 years: pricier, unless automation saves you an admin headcount.
The four modules that drive price
| Module | 2026 range (excl. tax) | What it covers |
|---|---|---|
| Enrolment & records | 8,000-15,000 EUR | Forms, documents, approval workflow |
| Tuition billing | 10,000-20,000 EUR | Schedules, discounts, reminders, exports |
| Grades & report cards | 8,000-18,000 EUR | Entry, averages, class councils, PDF |
| Parent portal | 12,000-25,000 EUR | Web/mobile access, payment, messaging |
Billing is the most underestimated module: handling sibling discounts, 3-10 instalment plans and automated reminders often represents 30% of the budget. It is also where ROI is highest.
Mini case study
Nathalie, head of a 3-campus private school group (1,100 students) in Nantes. Her office spends 2 days/month issuing tuition invoices and 3 days chasing unpaid fees. Custom software at 62,000 EUR excl. tax automates billing and reminders, freeing the equivalent of 0.5 FTE (~16,000 EUR/year fully loaded). The parent portal collects 70% of payments online, cutting unpaid fees from 9% to 4% on 4.4 M EUR of tuition revenue, recovering ~220,000 EUR of cash in year one. Payback: under 15 months.
FAQ
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Should a new school start with custom software immediately?
No. Below 300 students, begin with an off-the-shelf solution at 3-8 EUR/student/year. Migrate to custom when your tuition rules become unmanageable in a standard tool.
Can the parent portal collect tuition fees?
Yes. A custom portal integrates SEPA, card and, for Africa, mobile money. Budget 12,000-25,000 EUR for this module, but it shifts 60-70% of payments online.
How long does custom deployment take?
Between 3 and 5 months depending on scope. Use a school term as your cutover milestone and plan a one-month dual-entry phase to secure the transition.
Who owns the data with custom software?
You do. Unlike SaaS where the vendor hosts and controls the database, custom makes you owner of code and data, a key point for GDPR compliance and portability.
What annual maintenance budget should I plan?
Allow 10-15% of development cost, i.e. 4,000-9,000 EUR/year for a 50,000 EUR project. This covers regulatory updates, security and minor enhancements.
Let's scope your project. Tell us your headcount, tuition rules and campuses, and we'll price off-the-shelf vs custom. 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.