The verdict in three sentences
A firm managing 140 condominium buildings with about 3,500 units pays vendor software billed at EUR 2 to 4 per unit per month, or EUR 84,000 to 168,000 a year once every module is switched on. Custom software at EUR 50,000 to 100,000, delivered in 6 months, covers the owner portal, service charge calls and online general meetings, for a 5-year total cost about three times lower. The real risk is regulated condominium accounting: keeping it with an entry-level vendor and building the rest custom is often the best trade-off.
The obligations that shape the specification
Most European condominium laws now require the manager to give owners secure online access to building documents, and since the 2022 reform of Portugal's condominium regime (Law 8/2022), owners can attend general meetings by videoconference and vote remotely. In France, the ALUR law has made an owner extranet mandatory for professional managers since 2015. Your software must handle these flows without re-keying.
| Requirement | Source | What the software must do | Workload without a proper tool |
|---|---|---|---|
| Owner portal | Condominium law, local decrees | Bylaws, meeting minutes, contracts, maintenance log online | 2 to 3 h per building per year |
| Owners' committee space | Condominium law | Access to invoices, contracts, bank statements | Repeated manual mailings |
| Quarterly service charge calls | Condominium law | 4 calls a year, reminders, late fees | 560 calls a year to issue |
| Online meetings and remote voting | Law 8/2022 (Portugal), ELAN (France) | Notice, voting form, attendance sheet | At least 140 meetings a year |
| Condominium accounting | National accounting rules | Standard chart of accounts, annual statements | Error risk at year end |
| Building summary sheet | Local regulation | Annual update and export | 140 sheets a year |
| Reserve fund tracking | Condominium law | Mandatory reserve contributions | Manual spreadsheets |
Vendor, custom or hybrid: the 5-year cost
Order of magnitude for 2026 for 3,500 units, 9 property managers and accountants, EU hosting.
| Item (5 years) | Vendor software | Full custom build | Hybrid (vendor accounting + custom portal and meetings) |
|---|---|---|---|
| Licence or build | EUR 0 | EUR 50,000 to 100,000 | EUR 40,000 to 65,000 |
| Annual subscription | EUR 84,000 to 168,000/yr | EUR 0 | EUR 18,000 to 30,000/yr |
| Maintenance and upgrades | Included | 15% of build per year | 15% of build per year |
| Hosting and backups | Included | EUR 3,000 to 5,000/yr | EUR 2,000 to 3,500/yr |
| Video and e-voting | EUR 3 to 8 per unit per meeting as an option | Built in | Built in |
| Data migration and training | EUR 5,000 to 10,000 | EUR 8,000 to 12,000 | EUR 8,000 to 12,000 |
| 5-year total | EUR 425,000 to 850,000 | EUR 133,000 to 212,000 | EUR 168,000 to 270,000 |
These amounts are estimates: many vendors offer volume discounts above 2,000 units. Renegotiate your current contract first, then compare it with a priced custom quote.
Priority modules and timelines
| Module | Timeline | Indicative cost |
|---|---|---|
| Owner and committee portal | 6 weeks | EUR 12,000 to 18,000 |
| Service charge calls, automatic reminders, online payment | 5 weeks | EUR 10,000 to 16,000 |
| Online meetings, notices, remote voting | 6 weeks | EUR 12,000 to 20,000 |
| Claims and work orders | 4 weeks | EUR 7,000 to 12,000 |
| Regulated condominium accounting | 8 weeks | EUR 15,000 to 30,000 |
| Manager dashboard | 3 weeks | EUR 5,000 to 8,000 |
Mini case study
Ricardo, managing partner of a building management firm in Lisbon, runs 140 condominium buildings and 3,500 units across Alvalade, Campo de Ourique and Parque das Nações. His vendor charges EUR 2.50 per unit per month with the portal and video meetings, or EUR 105,000 a year. He goes hybrid: entry-level accounting software at EUR 0.60 per unit per month, or EUR 25,200 a year, plus a portal with online meetings and service charge calls built for EUR 55,000, with EUR 8,250 maintenance and EUR 3,000 hosting a year. Steady-state annual cost: EUR 36,450, versus EUR 105,000. Saving: EUR 68,550 a year, payback in about 10 months.
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FAQ
How much does custom property management software cost in 2026?
Budget EUR 50,000 to 100,000 for complete software with an owner portal, service charge calls, online meetings and accounting, over 6 months of development. Without the accounting module, the budget drops to EUR 40,000 to 65,000.
Is an owner portal really mandatory?
In France it has been mandatory for professional managers since the ALUR law, and in Portugal it is becoming the market standard after the 2022 reform. Owners increasingly make it a condition when renewing a manager's mandate.
Can general meetings be held fully online?
Videoconference attendance and remote voting are allowed under Law 8/2022 in Portugal, provided the meeting notice specifies the technical means. A built-in module avoids paying EUR 3 to 8 per unit per meeting to an outside provider.
Should condominium accounting be built custom?
It is possible, but the standard chart of accounts and statutory statements take 8 weeks and EUR 15,000 to 30,000. For a first project, connecting vendor accounting software limits the risk.
Where should owner data be hosted?
In the EU, with encryption and daily backups, for EUR 3,000 to 5,000 a year. GDPR also requires a processing register and defined retention periods.
Let's scope your project. Tell us your number of units, current software and its monthly cost, and we will price the hybrid or custom option with a 4 to 6-month schedule. 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.
