The verdict in three sentences
For a manager tracking rent receipts, charges and units, a property management SaaS at 3-8 EUR excl. VAT/unit/month automates the essentials: receipting, charge calls, tenant portal. Custom software at 25,000-70,000 EUR excl. VAT makes sense beyond 800-1,000 units or for a syndic with atypical allocation rules. Either way, the real gain isn't the price but the reduction of arrears and complaints, which lightens processing time and secures cash flow.
SaaS per unit vs custom: the maths
SaaS bills per managed unit: linear and predictable. Custom is a fixed cost amortised over volume. The tipping point is around 800-1,000 units.
| Item | SaaS per unit | Custom build |
|---|---|---|
| Setup | 0-2,000 EUR | 25,000-70,000 EUR |
| Monthly cost | 3-8 EUR/unit | 200-500 EUR (hosting + maintenance) |
| Time to launch | 3-6 weeks | 4-6 months |
| Tenant portal | Standard | To build (included) |
| Specific charge rules | Limited | Total |
| Break-even point | < 800 units | > 800-1,000 units |
| Data ownership | Vendor | You |
At 5 EUR/unit for 400 units, SaaS costs 2,000 EUR excl. VAT/month, i.e. 24,000 EUR/year and 72,000 EUR over three years. A custom build at 55,000 EUR + 350 EUR/mo totals 67,600 EUR over three years: near-equal at 400 units, and clearly winning beyond 700.
The features that cut arrears and complaints
The tenant portal and receipt automation are the two areas that lower admin load and disputes.
| Feature | Impact | SaaS availability | Custom effort |
|---|---|---|---|
| Automatic rent receipts | -80 % editing time | Standard | 4-8 d |
| Tenant portal (docs, payment) | -30-50 % complaints | Standard | 10-18 d |
| Charge calls + reconciliation | Accounting reliability | Standard | 8-15 d |
| Automatic arrears reminders | -20-40 % arrears | Standard | 5-10 d |
| Works / co-owner meeting tracking | Syndic traceability | Variable | 10-20 d |
| Digital inventory reports | -2 days/file | Add-on | 8-14 d |
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Mini case study
Nadia manages a portfolio of 420 units in rental and syndic management in Bordeaux. On SaaS at 5 EUR/unit, her bill is 2,100 EUR excl. VAT/month, i.e. 25,200 EUR/year. Before, manual arrears reminders left about 4 % of rents late, so across 420 units at 650 EUR average rent, 10,900 EUR/month of cash flow was blocked. The tenant portal with online payment and automatic reminders cuts arrears to 2.4 %: about 4,300 EUR/month freed in cash flow, and 30 % fewer complaints, several hours saved each week per manager.
FAQ
SaaS or custom for property management? Below 800 units, SaaS at 3-8 EUR/unit stays most rational. Beyond that, or for a syndic with specific allocation rules, custom at 25,000-70,000 EUR becomes profitable.
How much does the tenant portal cost? On SaaS it's usually included. Custom, budget 10,000 to 18,000 EUR within the overall envelope, but it cuts complaints by 30 to 50 %.
What's the timeline for custom? From 4 to 6 months depending on the complexity of charge rules, receipting and accounting interfaces, acceptance testing included.
Does software really reduce arrears? Yes: automatic reminders and online payment via the portal cut arrears by 20 to 40 % on average, while smoothing cash flow.
Can I manage rentals and syndic in one tool? Yes, most solutions cover both, with charge calls, meeting tracking and reconciliations. Check handling of the allocation keys specific to your co-ownerships.
Let's scope your project. Tell us your unit count, your rental/syndic split and an indicative budget, and we'll tell you whether per-unit SaaS or custom is more profitable. 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.
