The verdict in three sentences
A custom condo management solution costs EUR 50,000 to 120,000 in 2026 (delivered in 5 to 8 months), versus EUR 2 to 6 per unit per month for a property SaaS. The digital AGM and resident portal are the two high-ROI features: they cut inbound calls by 25 to 40 % and streamline voting. Data protection compliance and legal archiving of documents (minutes, accounts, contracts) must be built in from the design stage.
What condo software costs in 2026
A Toronto manager overseeing several thousand units chooses between a vertical SaaS (fast, per-unit pricing) and custom (control of portal and workflows). Order of magnitude for 2026:
| Criterion | Property SaaS | Custom |
|---|---|---|
| Upfront cost | EUR 3,000 - 10,000 | EUR 50,000 - 120,000 |
| Recurring cost | EUR 2 - 6/unit/mo | Hosting EUR 120 - 350/mo |
| Time to go live | 4 - 8 weeks | 5 - 8 months |
| Portal customization | Limited | Full |
| Online AGM | Often optional | Native, tailored |
| Maintenance | Included | 10 - 15 %/yr |
For a manager with 4,000 units, a SaaS at EUR 4/unit/mo runs to EUR 192,000/yr. At that volume, custom (amortized over 5 years + maintenance) becomes far cheaper and offers a differentiating portal to win mandates.
Online AGM and portal: the operational gain
Modern condo law allows postal and remote voting. A well-designed portal shifts requests to self-service. Typical 2026 impact:
| Item | Without tool | With portal + online AGM |
|---|---|---|
| Inbound calls/mo per manager | 250 - 400 | 150 - 240 |
| AGM preparation | 8 - 12 h | 3 - 5 h |
| Voting participation rate | 30 - 45 % | 50 - 70 % |
| Minutes dispatch delay | 15 - 30 days | 3 - 7 days |
| Incident ticket handling | 48 - 72 h | 12 - 24 h |
| Units managed per manager | 900 - 1,200 | 1,300 - 1,600 |
Raising units per manager is the key economic lever: that's where the portal repays the investment.
Mini case study
Mr. Bennett runs a condo management firm in Toronto: 4,200 units, 9 managers. Each handles ~1,050 units and is buried under calls. He invests EUR 88,000 in a custom solution (online AGM, portal, tickets) delivered in 7 months, plus EUR 11,000/yr maintenance. Raising capacity to 1,400 units/manager, he absorbs growth without hiring: avoiding 2 manager hires (loaded cost ~EUR 45,000/yr each) saves EUR 90,000/yr, a payback of about 12 months.
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FAQ
Per-unit SaaS or custom for a condo firm?
Below ~1,500 units, a SaaS at EUR 2-6/unit/mo stays economical. Beyond that, recurring cost explodes and custom (EUR 50,000-120,000) becomes more profitable while offering a differentiating portal.
Is the online AGM legal?
Yes, postal and remote voting are legally framed. The software must ensure voter identification, traceability and archiving of minutes.
How long to deploy?
Allow 5 to 8 months for a full custom build, with a resident portal usable by month 4. Accounting data migration is the most sensitive step.
How is data protection handled?
Resident data (identity, contacts, history) requires consent, minimization and controlled retention. Legal archiving of minutes and accounts is built into the design.
What maintenance budget?
Maintenance of 10 to 15 % of dev cost, roughly EUR 5,000 to 18,000/yr. It covers legal changes, security and manager support.
Let's scope your project. Share your unit count, manager headcount and portal needs, and we'll define scope, an indicative budget and a timeline. 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.