The verdict in three sentences
A Dublin developer completing 250 homes a year who tracks booking deposits, contract deposits, customer extras and snagging in spreadsheets delays closings and overloads the customer team. As a 2026 order of magnitude, a custom buyer management tool with a buyer portal, automated payment milestones and an extras workflow costs EUR 35,000 to 70,000 excluding VAT and goes live in 14 to 20 weeks. The measurable payoff comes down to two figures: 30% fewer calls to the customer team and closings brought forward by one to two weeks per home.
The Irish off-plan cycle the tool must automate
Irish new-build sales follow a different rhythm from French stage payments. A buyer pays a booking deposit to reserve the unit, a contract deposit of around 10% when contracts are signed through solicitors, and the balance at closing, often funded by a mortgage drawdown and, for many first-time buyers, a Help to Buy refund of up to EUR 30,000. Between contract and closing, the developer handles extras, snag lists, the BCAR certificate of compliance on completion and a steady stream of buyer questions from Clongriffin to Citywest.
| Milestone | Typical amount | Supporting document | What the software does |
|---|---|---|---|
| Booking | EUR 5,000 to 10,000 | Booking form, AML checks | Opens the buyer file and payment schedule |
| Contract signing | About 10% less booking deposit | Signed contracts via solicitors | Tracks contract issue, chases unsigned packs at day 14 and 28 |
| Extras and upgrades | Per option price list | Signed extras order | Bills extras and passes orders to site teams |
| Practical completion | No payment, notice to buyers | Certificate of compliance on completion | Sends completion notices and snag appointment slots |
| Closing | Balance, mortgage drawdown, Help to Buy | Closing documents from both solicitors | Tracks funds, keys release and open snags |
The buyer's solicitor and lender see the same milestone status, which removes the back-and-forth that typically delays drawdowns by 1 to 3 weeks.
Modules and cost
| Module | Functions | 2026 order of magnitude (EUR ex VAT) |
|---|---|---|
| Buyer portal | Build progress, documents, payment status, messaging, photos | 10,000 to 18,000 |
| Payment milestones | Schedules per unit, bulk notices, reminders, bank reconciliation | 8,000 to 15,000 |
| Extras workflow | Option catalogue, quotes, e-signature, handoff to subcontractors | 6,000 to 12,000 |
| Snagging | Snag capture on tablet, assignment to trades, tracking | 5,000 to 12,000 |
| Solicitor and lender links | Secure sharing of notices and certificates, closing tracker | 3,000 to 8,000 |
| Management dashboard | Cash by scheme, delays, open snags | 3,000 to 5,000 |
| Total | 35,000 to 70,000 |
This is a complex custom web application. On the Kolonell grid, complex applications range from 7,000,000 to 15,000,000+ FCFA (EUR 10,670 to 22,870+); the table shows Irish and European market orders of magnitude and the exact price is set after scoping. Kolonell maintenance runs at EUR 53, 114 or 183 a month depending on the level.
Your sales CRM and price lists stay in place: the new tool takes over at booking and reads unit data by API or export. Buyer data is hosted in the EU, with named accounts and an access log, in line with GDPR and the Data Protection Commission's expectations.
The 14 to 20 week plan
Weeks 1 to 3: scoping with finance, the customer team, construction and your usual solicitors. Weeks 4 to 12: buyer portal, payment milestones and extras. Weeks 13 to 16: snagging, solicitor and lender links, dashboard. Weeks 17 to 20: pilot on a scheme where contracts are being signed, migration of the other schemes and training. Starting on a scheme at contract stage lets you test the full cycle within a year.
Mini case study
Aoife Kelly, finance director of a Dublin developer completing 250 homes a year, counts about 6 buyer payment events per home (booking, contract, extras, drawdown, Help to Buy, balance).
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- Events per year: 250 × 6 = 1,500, each prepared and chased in 25 minutes today, i.e. 625 hours.
- With bulk notices and automated reminders: 5 minutes each, 125 hours. 500 hours saved.
- Customer team: 7,200 inbound calls a year at 8 minutes, cut by 30%, i.e. 288 hours saved.
- Total: 788 hours at a loaded EUR 50, i.e. EUR 39,400 a year.
- Closings brought forward by 10 days on EUR 100 million of annual closing balances, at a 7% development finance rate: roughly EUR 190,000 of interest saved a year.
- Investment: EUR 55,000. Payback: about 3 months with the full interest saving, and about 6.5 months if only a third of it materialises.
FAQ
Does the tool handle Help to Buy and mortgage drawdowns?
It tracks them as milestones with expected amounts and dates. Funds still move through solicitors and Revenue; the tool shows who is waiting on what.
Can we keep our sales CRM?
Yes. The tool takes over at booking and imports units, prices and buyers by API or export, with no double entry.
How are customer extras managed?
Buyers choose from a priced option catalogue, sign online and the order reaches the right subcontractor. A cut-off date per scheme blocks late requests.
Is snagging captured on site?
Yes, on tablet with a photo and its location in the home. Each snag is assigned to a trade and the buyer follows its closure in the portal, which cuts chasing calls.
What yearly budget after launch?
Allow EUR 200 to 500 a month for EU hosting plus EUR 53 to 183 a month of Kolonell maintenance, roughly EUR 3,000 to 8,200 a year.
Let's scope your project. We define the buyer portal, payment milestones, extras and snagging with you on a pilot scheme, for a go-live in 14 to 20 weeks. 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.
