The verdict in three sentences
For an independent property manager in Dublin running 180 owners' management companies (OMCs), custom software at EUR 60,000 to 140,000 makes sense once the portfolio exceeds roughly 900 units, because vendors charge EUR 2 to 5 per unit per month. Below that, a well-configured vendor platform remains cheaper and faster to deploy. The real gain lies in an owner portal, automated service charge demands and remote AGMs, delivered in 6 months in line with the Multi-Unit Developments Act 2011 and PSRA licensing rules.
What Irish rules and practice require from the tool
Under the Multi-Unit Developments Act 2011, each OMC must hold an AGM, adopt an annual service charge budget and maintain a sinking fund. Property services providers are licensed by the PSRA and must keep client money in segregated accounts. In Dublin, where many apartment blocks built in the 2000s face costly remediation works, transparency on service charges and the sinking fund is a commercial argument as much as an obligation.
| Feature | Requirement or use | Status |
|---|---|---|
| Owner portal | House rules, AGM minutes, contracts, maintenance records | Strongly expected |
| Sinking fund | Recommended minimum of EUR 200 per unit per year | Statutory |
| Automated service charge demands | Annual or quarterly billing, email, SEPA direct debit | Essential |
| Remote AGMs | Video meeting, proxy voting, attendance register | Strongly expected |
| Client money accounting | Segregated accounts, PSRA audit trail | Mandatory |
| Defects and works tracking | Tickets, photos, quotes, contractors | Important |
| CRO annual returns | OMC company filings calendar | Mandatory |
A custom tool should not reinvent accounting: the right architecture often connects a proven accounting engine to a portal and automations built around your methods.
Vendor or custom: the break-even point by number of units
5-year comparison, 2026 order of magnitude, excluding internal time. The assumption uses an average vendor rate of EUR 3.5 per unit per month and a custom build at EUR 100,000 with EUR 15,000 of annual maintenance.
| Portfolio size | Vendor over 5 years | Custom over 5 years | Cheaper option |
|---|---|---|---|
| 300 units | EUR 63,000 | EUR 175,000 | Vendor |
| 600 units | EUR 126,000 | EUR 175,000 | Vendor |
| 900 units | EUR 189,000 | EUR 175,000 | Break-even |
| 1,500 units | EUR 315,000 | EUR 175,000 | Custom |
| 2,500 units | EUR 525,000 | EUR 190,000 | Custom |
| 4,000 units | EUR 840,000 | EUR 205,000 | Custom |
Above 2,500 units, plan extra hosting and support, hence the slight rise in custom cost. The other criterion is strategic: a branded owner portal and proprietary automations help win management contracts against large national firms.
Detailed budget for a custom project
| Work package | Price range | Duration |
|---|---|---|
| Scoping, mockups, owner journeys | EUR 8,000 to 15,000 | 4 weeks |
| Owner and board portal | EUR 15,000 to 30,000 | 6 weeks |
| Service charge demands and SEPA debits | EUR 12,000 to 25,000 | 5 weeks |
| Remote AGM and voting module | EUR 10,000 to 30,000 | 5 weeks |
| Accounting connector and data migration | EUR 8,000 to 25,000 | 4 weeks |
| Acceptance, training, go-live | EUR 7,000 to 15,000 | 3 weeks |
| Total | EUR 60,000 to 140,000 | 6 months with parallel work |
Mini case study
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Siobhan, managing director of an independent property management firm in Dublin, manages 180 OMCs totalling 3,100 units. Her current vendor costs EUR 3.2 per unit per month, or EUR 119,040 a year. She commissions a custom tool at EUR 115,000, with EUR 18,000 of maintenance and hosting a year. Over 5 years she goes from EUR 595,200 to EUR 205,000, about EUR 390,000 saved. Automated service charge demands also free 2 days a month for her two accountants, and the portal cuts owner phone calls by about 40%.
FAQ
How much does custom property management software cost?
Between EUR 60,000 and 140,000 depending on modules, over about 6 months. Annual maintenance represents 12 to 18% of the initial cost.
Is an owner portal mandatory in Ireland?
It is not a statutory requirement, but the MUD Act obliges OMCs to share accounts, budgets and AGM documents with members. A portal delivers this 24/7 and typically cuts admin requests by 30 to 40%.
Can AGMs be held fully remotely?
Yes, the Companies Act framework now allows virtual and hybrid general meetings when the constitution permits it. A dedicated module costs EUR 10,000 to 30,000 depending on how much of the attendance register and minutes is automated.
At how many units does custom become profitable?
With an average vendor rate of EUR 3.5 per unit per month, break-even sits around 900 units over 5 years. Above 1,500 units, the gap exceeds EUR 100,000.
How do we migrate without disrupting year-end accounts?
Cutover is planned after a financial year-end, with opening balances and 2 to 3 years of history migrated. Running both systems for 1 month secures the first service charge demands.
Let's scope your project. Tell us your unit count, current software and priorities (owner portal, service charge demands, remote AGMs) for a quote between EUR 60,000 and 140,000 over 6 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.
