The verdict in three sentences
For a property management company (syndic) running 180 co-ownership buildings in Brussels, a custom layer plugged into existing accounting costs EUR 45,000 to 95,000 excl. VAT for the owner portal, claims, video general meetings and e-voting. The first measurable effect is a 30% drop in inbound calls, because owners find their documents, fund calls and claim status on their own. You keep proven co-ownership accounting and take back control of the client relationship, while meeting the document access obligations of Belgian co-ownership law (and the French loi ALUR for groups also operating in France).
Budget line by line
Market software is usually solid for co-ownership accounting, but its portal and client modules are rigid and their price rises at each renewal. The approach is to keep that core and build around it. 2026 order of magnitude:
| Module | Scope | Budget excl. VAT | Timeline |
|---|---|---|---|
| Owner portal | Mandatory documents, accounts, fund calls, maintenance log | EUR 10,000 to 20,000 | 5 to 6 weeks |
| Board portal | Extended access, contracts, invoices, approvals | EUR 5,000 to 10,000 | 3 weeks |
| Claims tracking | Online reporting, photos, insurer, contractors, status | EUR 8,000 to 18,000 | 4 to 6 weeks |
| Video meetings and e-voting | Notices, attendance, vote per resolution, minutes | EUR 10,000 to 22,000 | 5 to 7 weeks |
| Accounting sync | Interface with existing accounting software | EUR 7,000 to 15,000 | 3 to 5 weeks |
| Mobile app | Notifications, issue reports with photo | EUR 5,000 to 10,000 | 3 to 4 weeks |
| Total | Full scope | EUR 45,000 to 95,000 | 5 to 8 months |
Maintenance and EU hosting represent EUR 7,000 to 14,000 per year.
Stay on market software or add a custom layer
| Criterion | Market software alone | Custom layer by Kolonell |
|---|---|---|
| Annual cost of portal and meeting modules | EUR 8 to 15 per unit per year | EUR 7,000 to 14,000 maintenance |
| Cost for 180 buildings (about 6,500 units) | EUR 52,000 to 97,500 per year | EUR 45,000 to 95,000 investment, then maintenance |
| Portal branded to your firm | Logo only | Full |
| Claims tracking with contractors | Basic | Complete workflow with reminders |
| E-voting and video | Paid module or third party | Built in |
| Exposure to price increases | High | Low |
| 5-year cost | EUR 260,000 to 490,000 | EUR 75,000 to 165,000 |
The 5-year gap comes from per-unit billing: the larger the portfolio, the heavier the subscription.
What brings calls down
| Call reason | Share of calls | Answer in the tool |
|---|---|---|
| Document request (minutes, by-laws, statement) | 28% | Self-service download |
| Claim follow-up | 22% | Status, photos and next step online |
| Question on a fund call | 18% | Breakdown by item and online payment |
| Reporting an issue | 15% | Form with photo and location |
| General meeting preparation | 10% | Notice, attachments, vote |
If the tool absorbs even half of the first four reasons, the overall drop reaches about 30%.
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Thomas, managing director of a syndic in Brussels, receives 2,400 calls a month for 12 property managers. At 6 minutes per call, that is 240 hours. A 30% drop frees 72 hours a month, nearly half a position at EUR 3,800 loaded cost, about EUR 22,800 a year. Add the saving on per-unit subscription, about EUR 50,000 a year for 6,500 units: a EUR 70,000 project pays back in just over a year.
FAQ
Does the portal meet legal document access requirements?
Yes, it provides mandatory documents per building and per owner, including by-laws, recent general meeting minutes and the maintenance log. The list is checked against Belgian rules (and ALUR for French buildings) during acceptance testing.
Is e-voting legally valid at a general meeting?
Yes, remote participation and electronic voting are allowed in both Belgium and France, provided the meeting rules permit it and the system guarantees identification. The tool time-stamps every vote.
Do we have to leave our current accounting software?
No, it stays in place. The interface syncs accounts and fund calls, for EUR 7,000 to 15,000 depending on export options.
How long to open the portal to 6,500 units?
About 2 weeks after acceptance, with an activation campaign by email and SMS. An activation rate of 55 to 65% within 3 months is realistic.
Where is data hosted?
In the European Union, in line with GDPR, for EUR 200 to 500 per month depending on document volume.
Let's scope your project. Tell us your number of buildings and units and your accounting software: we will price a custom layer between EUR 45,000 and 95,000, delivered in 5 to 8 months. 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.
