The verdict in three sentences
A good requirements spec is worth money: it prevents scope creep that inflates quotes by 20 to 40%. Structure the request into 8 prioritized lots, each with a reversibility criterion (export, open API). Depending on size, choose between vertical at 8-15 EUR/student/year and custom at 40,000-70,000 EUR: the tipping point sits around 1,500 students.
The 8 lots to specify
School software is more than grades. Here are the lots to describe, with priority and relative effort.
| Lot | Key content | Priority | Relative effort |
|---|---|---|---|
| 1. Admissions | Files, documents, waitlists | High | Medium |
| 2. Grades & reports | Entry, averages, PDF reports | High | High |
| 3. Billing | Tuition, schedules, reminders | High | High |
| 4. Parent portal | Grades, absences, online payment | High | Medium |
| 5. School life | Absences, lateness, discipline | Medium | Medium |
| 6. Minors' data | Consent, minimization, purge | High | Medium |
| 7. LMS interop | Import/export, SSO, API | Medium | High |
| 8. Leadership reporting | Enrollment, unpaid, dashboards | Medium | Low |
Each lot must state an eligibility criterion: data reversibility and a documented API, so you are never locked into a vendor.
Indicative budget per lot (custom)
For a median 55,000 EUR custom build, here is a realistic split per lot, useful to prioritize an MVP.
| Lot | Indicative 2026 budget | Share of build |
|---|---|---|
| Admissions | 6,000-9,000 EUR | ~14% |
| Grades & reports | 9,000-13,000 EUR | ~20% |
| Billing | 9,000-13,000 EUR | ~20% |
| Parent portal | 7,000-10,000 EUR | ~15% |
| School life | 4,000-6,000 EUR | ~9% |
| Minors' data | 3,000-5,000 EUR | ~7% |
| LMS interop / API | 6,000-9,000 EUR | ~13% |
| Leadership reporting | 2,000-3,000 EUR | ~4% |
Add 15% annual maintenance (~8,250 EUR for a 55,000 EUR build) and a 14 to 20-week timeline. An MVP centered on lots 1 to 4 often fits within 30,000-35,000 EUR.
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Mini case study
Sarah, general secretary of a private school group (1,200 students) in Dubai, is drafting the spec. Admin eats 10 hours/week of data entry and reminders. She prices two scenarios: vertical at 12 EUR/student/year, or custom at 55,000 EUR + maintenance.
Vertical: 1,200 x 12 = 14,400 EUR/year, i.e. 43,200 EUR over 3 years. Custom: 55,000 + (2 x 8,250) = 71,500 EUR over 3 years, but with an owned asset and no per-student cap. At 1,200 students the vertical stays cheaper; custom only pays off past ~1,500 students or with strong business rules. The 10 hours/week saved (~17,000 EUR/year) make either quickly worthwhile.
FAQ
Vertical or custom for 1,200 students? At this volume, the vertical at 14,400 EUR/year stays cheaper; custom is justified past ~1,500 students or with specific needs.
How to handle minors' data protection? Specify parental consent, data minimization and automatic purge; this lot is 7% of the build, i.e. 3,000-5,000 EUR.
How long to deliver? A full custom build takes 14 to 20 weeks; an MVP on lots 1 to 4 can ship in 10-12 weeks for 30,000-35,000 EUR.
Should we require an API and reversibility? Yes, always: it's the number-one eligibility criterion to avoid lock-in and to interoperate with an LMS.
What admin gain to expect? Budget 10 hours/week saved on admissions, reports and reminders, roughly 17,000 EUR/year of redeployed time.
Let's scope your project. Send us your enrollment, priority lots and indicative budget, and we'll turn your spec into a quote priced per lot. 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.
