The verdict in three sentences
For a Dublin managing agent with 2,800 units and 90 owners' management companies (OMCs), per-unit software licensing costs 50,000 to 100,000 EUR a year, a sum that grows with every new contract. A custom build at 60,000-130,000 EUR pays back within 18 to 36 months, provided it covers the Multi-Unit Developments Act 2011 and PSRA obligations from the first release. The most visible operational lever is the owner portal, which removes around 30 % of inbound calls.
The real cost of per-unit licensing
Property and block management software vendors charge in 2026 between 1.5 and 3 EUR per unit per month depending on modules (client accounting, owner portal, online AGMs, document management). The model is comfortable at 500 units, expensive at 2,800.
| Item (2026 estimate) | Off-the-shelf software | Kolonell custom build |
|---|---|---|
| Licences (2,800 units) | 50,400 to 100,800 EUR per year | 0 EUR |
| Online AGM and e-voting module | 3,000 to 8,000 EUR per year | Included |
| Initial development | 0 EUR | 60,000 to 130,000 EUR |
| EU hosting and backups | Included | 4,800 to 9,600 EUR per year |
| Maintenance and regulatory updates | Included | 10,000 to 18,000 EUR per year |
| Five-year cumulative cost | 267,000 to 544,000 EUR | 134,000 to 268,000 EUR |
| Marginal cost of a new unit | 18 to 36 EUR per year | Close to zero |
At this volume, the five-year gap exceeds 130,000 EUR in the low scenario. It widens further if the agent targets 4,000 units.
What regulation requires and what the portal changes
An Irish managing agent must hold client money in designated accounts, provide OMC members with accounts and sinking fund information, and run AGMs under the Companies Act. These requirements shape the specification.
| Feature | Requirement or gain | Measurable effect |
|---|---|---|
| Owner portal | Transparency expected by OMCs | 30 % fewer inbound calls |
| Online AGM with e-voting | Permitted under company law | Attendance up 15 to 25 points |
| Automated service charge billing | Productivity gain | 2 to 3 manager days per quarter |
| Staged arrears reminders | Cash flow gain | Arrears down 20 to 35 % |
| Sale pack generation | Conveyancing requests | 1 hour saved per sale |
| Repairs and contractor tracking | Service quality | Average resolution time halved |
| Residential lettings with rent collection | Adjacent activity | 1 manager per 450 to 600 units |
A custom build can also connect to your bank for automatic reconciliation of client accounts, and to your website for new management enquiries.
Mini case study
Aoife, managing director of a block management firm in Dublin 4, manages 2,800 units with 7 property managers. Her team receives about 1,400 calls a month, mostly about documents or account balances.
- Current licences: 2.2 EUR per unit per month, i.e. 73,900 EUR a year.
- Custom development: 95,000 EUR, then 22,000 EUR a year for hosting and maintenance.
- Annual licence saving: 51,900 EUR.
- Calls avoided with the portal: 30 % of 1,400, i.e. 420 six-minute calls, 42 hours a month freed.
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The project pays back in 22 months on licences alone, before counting recovered manager time.
FAQ
How long does migration from our current software take?
Allow 5 to 8 months in total, including 6 to 8 weeks of accounting data migration. Cutover happens at the start of a financial year to limit double entry.
Does the software handle OMC accounting properly?
Yes, with separate ledgers per OMC, sinking funds and year-end accounts for the AGM. It is the heaviest module, about 35 % of the budget.
Are online AGMs legally valid?
Yes, if the company constitution allows it and member identification is reliable. The module includes notice, attendance, voting and minutes.
Is custom software relevant for an 800-unit agent?
Rarely. At 800 units, licences cost 14,000 to 29,000 EUR a year and payback exceeds 5 years.
Who handles regulatory updates?
The maintenance contract covers updates driven by new rules, with a budget of 10,000 to 18,000 EUR a year.
Let's scope your project. Tell us your number of units, OMCs and property managers: we will price a scope between 60,000 and 130,000 EUR with a 5 to 8 month migration plan. 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.
