The verdict in three sentences
A developer running 3 to 8 off-plan schemes on a shared spreadsheet loses control of its units as soon as two sales agents put a hold on the same apartment. A custom sales tracking tool, quoted by Kolonell between 6,100 and 22,870 EUR excl. VAT depending on scope, replaces an off-the-shelf CRM rented at 500 to 2,000 EUR a month and usually pays for itself in under two years. The right choice depends on how many schemes run in parallel, how complex your price lists are and whether you need a buyer portal linked to staged payments.
Why the spreadsheet breaks at the third scheme
Off-plan units move through a precise chain of states: available, on hold, reserved (reservation agreement signed, reservation fee paid), exchange of contracts with a deposit typically around 10 %, mortgage offer secured, then further staged payments where applicable and completion at handover. For a single 40-unit scheme, an Excel file holds. From three schemes and four sales agents onwards, errors become structural: a price list changed without being propagated, an expired hold never released, a deposit request sent late because the construction milestone was not logged.
The financial stake is real. Sales and marketing costs typically represent 3 to 6 % of a scheme's revenue. On a 16 M EUR development, that is 480,000 to 960,000 EUR. Every unit stuck for two months on a ghost hold also delays the pre-sales threshold lenders often require before releasing development finance, frequently set between 30 and 50 % of units.
Spreadsheet, off-the-shelf CRM or custom tool: what each option covers
| Feature | Shared spreadsheet | Off-the-shelf property CRM | Kolonell custom tool |
|---|---|---|---|
| Unit grid and real-time status | Manual, risk of duplicates | Yes, standard model | Yes, adapted to your unit types and phases |
| Holds and reservations, cooling-off deadlines | Tracked by hand | Yes | Yes, with alerts and automatic release |
| Deposits and staged payments | Outside the tool | Often a paid add-on | Built in, triggered by site milestones |
| Buyer portal (documents, choices, payments) | None | Depends on vendor, 1 to 3 EUR per unit per month | Included, in your branding |
| Lender and pre-sales reporting | Manual export | Fixed reports | Custom reports per scheme |
| Cost | Free, hidden cost in hours | 500 to 2,000 EUR per month | 6,100 to 22,870 EUR excl. VAT, one-off |
| Maintenance | None | Included in subscription | 35,000 to 120,000 FCFA per month, i.e. 50 to 180 EUR |
An off-the-shelf CRM remains relevant if you launch one or two schemes a year with standard processes. Custom becomes profitable when your price lists include complex options (parking, storage, upgrade packs, investor discounts, build-to-rent blocks) and you want to own your data.
3-year cost and scope tiers
| Item (2026 order of magnitude) | Off-the-shelf CRM | Kolonell tier 4 to 7 M FCFA | Kolonell tier 7 to 15 M FCFA and up |
|---|---|---|---|
| Setup | 3,000 to 10,000 EUR configuration | 6,100 to 10,670 EUR excl. VAT | 10,670 to 22,870 EUR excl. VAT |
| Licences over 36 months | 18,000 to 72,000 EUR | 0 EUR | 0 EUR |
| Maintenance over 36 months | Included | 1,800 to 3,960 EUR | 3,960 to 6,480 EUR |
| Managed hosting | Included | 40 to 110 EUR per month | 40 to 110 EUR per month |
| Typical scope | Vendor standard | Units, holds, pipeline, reporting | Plus staged payments, buyer portal, e-signature, solicitor and accounting connectors |
| Delivery time | 1 to 2 months | 3 months | 4 to 5 months |
| Code and data ownership | No | Yes | Yes |
The Kolonell prices above follow our custom application grid of 11/10/2026 (2.5 to 4 M FCFA, 4 to 7 M FCFA, 7 to 15 M FCFA and up) converted into euros. They are not a market average.
Mini case study
James, sales director at a developer in South London, manages 5 schemes and 180 units on sale. Two sales administrators each spend 12 hours a week updating the grid, chasing holds and preparing payment requests: 1,080 hours a year over 45 weeks. At a loaded hourly cost of 35 EUR, that is 37,800 EUR a year.
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Assumption: a higher-tier tool at 18,000 EUR excl. VAT plus 180 EUR monthly maintenance (2,160 EUR a year). If the tool removes 70 % of those tasks, the annual gain reaches 26,460 EUR. The first-year cost (20,160 EUR) is covered in about 9 months, not counting a single double reservation avoided, which can cost a buyer and 15,000 EUR in lost fees.
FAQ
How much does custom off-plan sales tracking software cost in 2026?
At Kolonell, budget 6,100 to 10,670 EUR excl. VAT for the unit grid, holds and reporting, and 10,670 to 22,870 EUR excl. VAT with staged payments and a buyer portal. Maintenance ranges from 50 to 180 EUR a month.
How long until we are operational?
3 to 5 months depending on scope. We deliver the unit grid and holds first, in 6 to 8 weeks, so your agents use it on the scheme currently on sale.
Can we import our existing Excel files?
Yes, importing price lists, reservations and history is part of the project. Allow 2 to 5 days of data cleaning per scheme.
Does the buyer portal handle payment requests?
Yes, each buyer receives every request with the supporting milestone document. The share of payments received on time becomes a tracked indicator.
Isn't an off-the-shelf CRM enough?
For 1 or 2 schemes a year, often yes. Beyond 3 parallel schemes, 36 months of licences at 1,000 EUR cost 36,000 EUR, more than a custom tool you own.
Let's scope your project. Tell us how many schemes, units and users you have: we scope a build between 6,100 and 22,870 EUR excl. VAT with a 3 to 5 month timeline, via our free quote form. 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.
