The verdict in three sentences
A private school or group that manages admissions, tuition, grades, billing and family communication across separate files loses enormous admin time and accumulates unpaid fees. A custom platform (GBP 35,000 to 105,000 in 2026) centralises everything and typically pays for itself in 18 to 24 months through fewer unpaid fees and less manual work. The real trade-off is between a per-student, per-year EdTech SaaS and a custom tool you own.
Custom vs EdTech SaaS: the real math
Most EdTech platforms bill per student per year. For a 600-student school, the recurring cost quickly exceeds amortising a tool you own. 2026 order of magnitude:
| Criterion | EdTech SaaS (per student/yr) | Custom Kolonell build |
|---|---|---|
| Upfront cost | GBP 0 to 4,000 (setup) | GBP 35,000 to 105,000 |
| Annual cost (600 students) | GBP 10,000 to 26,000/yr | GBP 5,000 to 10,000 (maintenance) |
| 5-year cost | GBP 50,000 to 134,000 | GBP 55,000 to 145,000 |
| Customisation | Limited to options | Total (your rules) |
| Data ownership | Vendor holds it | You hold it |
| Branded family portal | Rarely included | Included, in school colours |
| Reversibility | Weak (lock-in) | Total (code delivered) |
Beyond 400-500 students, custom becomes competitive and shields you from cost rising automatically with each new enrolment.
What the budget covers by module
Price tracks scope directly. 2026 estimate per block:
| Module | Scope | Range (GBP) |
|---|---|---|
| Admissions | Online applications, waiting list, workflow | 7,000 to 16,000 |
| Tuition & timetable | Classes, subjects, scheduling, rooms | 6,000 to 14,000 |
| Grades & reports | Entry, averages, PDF reports, class councils | 5,000 to 12,000 |
| Billing & online payment | Fees, instalments, reminders, card/direct debit | 7,000 to 18,000 |
| Family portal | Parent area, messaging, documents, absences | 6,000 to 14,000 |
| Communication | Emails, SMS, absence alerts | 3,000 to 7,000 |
| Management reporting | Dashboards, headcount, unpaid fees | 4,000 to 9,000 |
The online tuition payment module delivers the best ROI: automatic instalments, scheduled reminders and accounting reconciliation slash late payments.
Mini case study
Sophie, business manager of a 720-student private school group in London, ran billing on spreadsheets and suffered a chronic 9 % unpaid rate on roughly GBP 400,000 of annual fees at GBP 5,600 per student. She invests GBP 60,000 in a custom platform with family portal and online payment.
Result over 12 months: unpaid fees down from 9 % to 6 % (-30 %), i.e. GBP 120,000 recovered faster; billing admin time down 40 %, freeing about 0.6 FTE (roughly GBP 19,000/yr). Payback is under 18 months, maintenance included.
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FAQ
What does a custom school management platform really cost in 2026?
Expect GBP 35,000 to 105,000 depending on module count. A core of admissions + billing + family portal starts around GBP 40,000.
Is online fee payment included?
Yes, it is a key module. It handles instalments, card/direct debit, automatic reminders and reconciliation, cutting unpaid fees by 25 to 35 %.
How long does a full deployment take?
Around 4 to 7 months depending on scope, ideally going live at the start of a term or school year.
Can we migrate our existing data?
Yes. Importing students, families and billing history from spreadsheets or an old tool is part of scoping, typically GBP 2,500 to 7,000.
Are we GDPR-compliant for minors' data?
Yes. The architecture builds in consent, data minimisation, EU/UK hosting and a processing register, essential for pupils who are minors.
Let's scope your project. Tell us your student count, priority modules (billing, portal, grades) and indicative budget. 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.
