The verdict in three sentences
Above 1,000 units, a custom property management web app at EUR 35,000 to 65,000 excluding VAT becomes comparable over 5 years to off-the-shelf software billed at EUR 1 to 3 per unit per month. Custom does not necessarily replace client accounting, but it gives the agency a branded landlord and tenant portal that helps win new management contracts. The decision depends on unit count, growth targets and how much of your process falls outside the standard.
What each component costs in 2026
A letting agency spends much of its time on repetitive tasks: issuing rent receipts, arrears reminders, handling maintenance requests, sending landlord statements. The app targets these flows first.
| Component | Scope | Cost excl. VAT 2026 |
|---|---|---|
| Tenant portal | Receipts, rent notices, lease documents, online payment | EUR 7,000 to 12,000 |
| Landlord portal | Statements, documents, works tracking, annual tax summary | EUR 8,000 to 14,000 |
| Maintenance tickets | Request with photos, contractor assignment, tracking and closure | EUR 6,000 to 11,000 |
| Tablet inspections | Room by room, photos, signature, check-in vs check-out comparison | EUR 7,000 to 13,000 |
| Accounting software integration | Sync units, tenancies, payments | EUR 5,000 to 10,000 |
| Agency back office | Dashboards, reminders, per-manager permissions | EUR 2,000 to 5,000 |
| Total project | Depending on scope | EUR 35,000 to 65,000 |
Most agencies keep their sales and client accounting software and build the customer layer on top. That is often the most profitable setup.
Off-the-shelf or custom: the 5-year comparison
The maths depends directly on the number of units managed and how it grows.
| Scenario | Off-the-shelf software | Custom web app |
|---|---|---|
| Cost per unit per month | EUR 1 to 3 | No per-unit cost |
| Annual cost at 1,100 units | EUR 13,200 to 39,600 | EUR 9,000 to 14,000 maintenance and hosting |
| 5-year cost at 1,100 units | EUR 66,000 to 198,000 | EUR 80,000 to 135,000 including build |
| 5-year cost at 1,600 units | EUR 96,000 to 288,000 | EUR 85,000 to 140,000 |
| Customer portal customization | Logo and colours | Own journeys, features and brand |
| Regulatory updates | Included by the vendor | To budget in maintenance |
| Time to go live | 1 to 3 months | 4 to 6 months |
Off-the-shelf remains safer below 600 to 800 units or when the agency has no growth plan. Custom gains the edge as the portfolio grows, because its cost does not track unit count.
Regulatory points to plan for
The app processes personal data of tenants and landlords (identity, income, bank details) under the GDPR. In Ireland, tenancies must be registered with the Residential Tenancies Board, and deposits, rent reviews and notices follow the Residential Tenancies Acts, so the app should track key dates and documents. Electronic receipts and notices need clear consent. On security, plan two-factor authentication for managers, access logs and EU hosting. These items account for 10 to 15 % of the budget and should be priced in the specification.
Mini case study
Conor runs a letting agency in Dublin managing 1,100 units with 6 property managers. His current software costs EUR 2.10 per unit per month, EUR 27,720 a year, and the customer portal is not branded. He targets 1,500 units by 2029.
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He keeps his client accounting and commissions a custom app at EUR 52,000, with EUR 1,000 a month for maintenance and hosting, moving to a reduced accounting licence at EUR 0.80 per unit. Over 5 years, growing gradually to 1,500 units, the reduced licence costs about EUR 57,000 and maintenance EUR 60,000, EUR 169,000 including the build, versus about EUR 166,000 for the current full software. At almost the same cost, the agency gains its own customer portal and maintenance tickets that cut inbound calls by 30 %, about 0.5 FTE freed to win new landlords.
FAQ
From how many units does custom make sense?
As a rule, from 1,000 units or a clear growth target. Below 600 units, off-the-shelf software at EUR 1 to 3 per unit is often cheaper.
Do we need to replace our accounting software?
Not necessarily. Most projects connect to it through an API or export, for EUR 5,000 to 10,000 of integration.
Can tenants pay rent in the app?
Yes, by SEPA direct debit or card. Fees are around EUR 0.30 to 0.50 per SEPA debit.
How long does it take to launch?
Allow 4 to 6 months. A first phase with the tenant portal and tickets can ship in 10 to 12 weeks.
Who handles regulatory changes?
The maintenance contract, from EUR 700 a month, should include a change budget to keep up with legal updates.
Let's scope your project. Tell us your unit count, current software and growth targets, and we will compare the 5-year cost and price an app between EUR 35,000 and 65,000. 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.
