The verdict in three sentences
In Montreal, an imported generic CRM at €25-55/month/user covers the basics (listings, contacts) but ignores landlord reality: rent receipts, rent collection, owner statements. A custom build at €30,000-60,000 (about 6,500,000-13,000,000 FCFA) integrates those flows and pays off by cutting late rents by 15-25%. For an agency managing a rental portfolio, custom isn't a luxury: it's the tool that secures owners' cash flow.
Generic CRM vs custom build: the budget
Generic wins on entry ticket but bills per user and skips statements. Custom needs an upfront investment amortised over 3-4 years.
| Item (2026) | Generic CRM | Custom build |
|---|---|---|
| Upfront | €700-1,900 | €30,000-60,000 |
| Subscription (8 users) | €300-670/month | €0 (hosting €140-280) |
| Automated receipts | no | included |
| Owner portal | no | included |
| Arrears tracking | manual | automated reminders |
| Annual maintenance | included | €3,200-6,500 |
| 3-year total (8 users) | €12,000-26,000 | €41,000-82,000 |
Over 3 years custom costs more in raw terms, but on a 300-unit portfolio at €230/month rent, resorbing 20% of arrears secures a far larger flow.
Rental features to price
A Montreal property tool's value lives in property management and the landlord relationship.
| Feature | Generic | Custom | Impact |
|---|---|---|---|
| Monthly receipts | no | automatic (PDF + SMS) | -80% admin time |
| Rent collection (e-transfer/card) | no | integrated | +18% on-time payments |
| Owner portal | no | online statements | stronger landlord trust |
| Arrears tracking | spreadsheet | tiered reminders | -15 to 25% late rents |
| Sales pipeline | basic | dedicated pipeline | clear pipeline visibility |
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Mini case study
Aya, manager of a French-speaking agency in Montreal, administers 280 units for landlords, average rent €240/month. Her arrears reach 22%, i.e. ~€14,780 tied up each month. With a custom build at €45,000 (SMS reminders + integrated collection), she cuts late rents to 6%, freeing ~€10,500 in monthly cash flow for her landlords. Her own gain: two person-days a month saved on receipts (~€900/year) and a €5,700/year maintenance fee amply covered by landlord retention.
FAQ
Why not keep a generic CRM? It issues no receipts, collects no rent and offers no owner portal. For a lettings-management agency, those gaps cost more than the subscription.
How long for custom? Plan 8-14 weeks for a rentals + sales + receipts + owner-portal core, depending on the number of payment integrations.
Can rent be collected online? Yes, integrated collection (card, e-transfer) allows direct receipt and automatic reconciliation. It's the main lever to cut arrears.
How much is maintenance? Annual maintenance runs €3,200-6,500: fixes, upgrades, security, support. On a €45,000 build, budget ~€5,700/year.
Is the owner portal worth it? Yes: it gives landlords real-time statements (collected rent, arrears, charges). It's a strong retention argument against competitors.
Let's scope your project. Tell us your unit count, your landlords and your collection methods and we'll price a custom lettings-management tool (€30,000-60,000 range) for Montreal. 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.
