The verdict in three sentences
In 2026, a custom property and facility management platform ranges from 35,000 to 90,000 EUR, delivered in 4 to 7 months. By automating rent billing, service charges, maintenance tickets and owner meetings, it saves a property management firm around -30% of admin time. The online owner/tenant portal cuts inbound calls and strengthens the relationship — two concrete gains from the first quarter.
Automating day-to-day management
A property manager loses considerable time on repetitive tasks: issuing rent notices, chasing arrears, dispatching maintenance requests. Here are 2026 orders of magnitude per module.
| Module | Key function | 2026 range (EUR) | Indicative time |
|---|---|---|---|
| Rent billing | Generation, sending, reminders | 6,000 – 13,000 | 3 – 4 wks |
| Service charges | Allocation, reconciliation | 7,000 – 15,000 | 3 – 5 wks |
| Maintenance tickets | Requests, quotes, contractors | 6,000 – 12,000 | 2 – 4 wks |
| Owner meetings | Notices, votes, minutes | 7,000 – 16,000 | 4 – 6 wks |
| Owner portal | Documents, accounts, tickets | 6,000 – 13,000 | 3 – 4 wks |
| Client accounting | Tracking, payouts | 5,000 – 12,000 | 3 – 4 wks |
The base (roles, hosting, privacy, exports) adds 6,000 to 12,000 EUR. The service charges module is the most structuring: designed well, it makes the annual reconciliation reliable and prevents owner disputes.
Measurable time savings
ROI reads mostly in admin hours saved. Here is the order of magnitude for a firm managing 800 units.
| Task | Time before | Time after | Estimated gain |
|---|---|---|---|
| Monthly rent billing | 18 h/mo | 4 h/mo | -78% |
| Arrears chasing | 12 h/mo | 4 h/mo | -67% |
| Maintenance tickets | 20 h/mo | 11 h/mo | -45% |
| Meeting preparation | 30 h/mtg | 16 h/mtg | -47% |
| Owner responses | 25 h/mo | 14 h/mo | -44% |
Cumulatively, a mid-sized firm saves the equivalent of around -30% of total admin time, often a full-time role reassigned to client relations and growth.
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Mini case study
Claire, director of a 12-person property management firm in Amsterdam, manages 850 units. Her team spent 40% of its time on admin, around 4.8 FTE worth 210,000 EUR/year. She invests 72,000 EUR in custom software (rent billing + service charges + tickets + owner portal), delivered in 6 months. Admin time falls 30%, freeing the equivalent of 1.4 FTE, around 62,000 EUR/year reassigned. ROI reached in around 14 months, before counting fewer disputes.
FAQ
What minimum budget to start? From 35,000 EUR for rent billing + service charges + owner portal. That trio produces the most immediate time savings.
Does the tool handle owner meetings? Yes: notices, attendance sheets, votes and minutes. The meetings module costs 7,000 to 16,000 EUR depending on how much you digitise.
Do owners get online access? Yes, a secure portal with documents, accounts and ticket creation. It sharply reduces inbound calls; budget 6,000 to 13,000 EUR.
How long until go-live? Between 4 and 7 months by module. A rent + charges base ships in 4 months; adding meetings and client accounting pushes toward 7 months.
Can we migrate our current software? Yes, units, mandates, balances and history are imported. Budget 4,000 to 9,000 EUR depending on volume and data quality.
Let's scope your project. Tell us your managed unit count, your headcount and an indicative budget: we prioritise billing and charges for a quick win. 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.
