The verdict in three sentences
For a 12-site group run from Amsterdam, a purchase requisition application with a 3-level approval workflow costs roughly 30,000 to 70,000 EUR excluding VAT in 2026 with a Dutch agency, over 8 to 12 weeks. Off-the-shelf suites charge 8 to 20 EUR per user per month, which becomes more expensive than custom software above roughly 200 requesters over 4 years. The deciding factor is a clean export to Exact, AFAS or SAP Business One and the ability to match your real approval thresholds, not the interface.
What the tool must do for financial control
The financial controller wants one thing: to see the spending commitment before it becomes an invoice. That requires a structured request, a workflow that depends on amount and cost centre, and a link to the budget.
| Request amount | Approver level 1 | Level 2 | Level 3 | Target time |
|---|---|---|---|---|
| Under 1,000 EUR | Site manager | None | None | 24 h |
| 1,000 to 5,000 EUR | Site manager | Financial controller | None | 48 h |
| 5,000 to 25,000 EUR | Site manager | Financial controller | CFO | 72 h |
| Over 25,000 EUR | Site manager | CFO | CEO | 5 days |
| Capital expenditure (CAPEX) | Financial controller | CFO | Investment committee | 10 days |
| Off budget | Financial controller | CFO | CEO | 5 days |
Must-have features: link to a cost centre and budget line, real-time available budget check, attachments (supplier quote), delegation during absence, automatic reminder after 48 hours, and purchase order generation once approved.
Custom build or off-the-shelf suite: 4-year comparison
SaaS procurement tools (Coupa, Spendesk, Kissflow, ERP purchasing modules) deploy quickly. Custom software makes sense when requester numbers are high or approval rules are specific. 2026 estimates for 200 requesters.
| Criterion | Off-the-shelf suite | Custom application |
|---|---|---|
| Setup cost | 4,000 to 20,000 EUR | 30,000 to 70,000 EUR |
| Subscription or maintenance | 8 to 20 EUR per user per month | 400 to 1,200 EUR per month |
| Annual cost for 200 users | 19,200 to 48,000 EUR | 4,800 to 14,400 EUR |
| Total cost over 4 years | 80,800 to 212,000 EUR | 49,200 to 127,600 EUR |
| Approval workflow | Configurable within the tool's limits | Exactly your thresholds and exceptions |
| Accounting export (Exact, AFAS, SAP B1) | Standard connector, sometimes paid | Custom format, ready-to-post entries |
| Deployment time | 3 to 6 weeks | 8 to 12 weeks |
| Ownership of data and code | Vendor | Your company |
Below 50 requesters, the off-the-shelf suite almost always wins. Above 200, or if workflows depend on complex rules (multiple entities, intercompany recharging, CAPEX), custom software becomes competitive from year three.
For a tighter budget, Kolonell builds this kind of tool from Dakar: a medium-complexity application costs 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR), a complex multi-entity version 7,000,000 to 15,000,000 FCFA and up (10,670 to 22,870 EUR), with maintenance from 35,000 to 120,000 FCFA per month.
Project cost items and pitfalls to avoid
The budget usually splits as follows: scoping and workflow mapping 10 to 15 %, screen design 10 %, development 50 to 55 %, accounting connectors and directory (Microsoft Entra ID single sign-on) 15 %, testing and training 10 %.
Three pitfalls come up often. A workflow that is too granular, with 8 levels, slows everything and pushes sites to bypass the tool. No delegation blocks requests during summer holidays. And a poorly designed accounting export forces the finance team to rekey, which cancels part of the gain.
Mini case study
Illustrative scenario: Sanne, financial controller of a 12-site distribution group based in Amsterdam, handles about 500 purchase requests a month through email and spreadsheets. She spends 2 days a month matching commitments to invoices.
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Suite option: 210 users at 14 EUR per month, so 35,280 EUR a year, plus 10,000 EUR of setup. Over 4 years: 151,120 EUR.
Custom option: 58,000 EUR project and 900 EUR monthly maintenance, so 10,800 EUR a year. Over 4 years: 101,200 EUR.
Difference: 49,920 EUR over 4 years in favour of custom, not counting the 2 monthly reconciliation days cut to half a day, which frees 18 days a year for analysis.
FAQ
How many approval levels should we plan?
Three levels are enough in 90 % of cases, with amount-based thresholds. Beyond that, average approval time often exceeds 5 days and requesters bypass the tool.
Can the app block off-budget spending?
Yes, it compares the amount with the available budget line and adds an approval level when the overrun exceeds a threshold, for example 5 %. The budget is imported monthly from Excel or the planning tool.
How does the export to Exact or AFAS work?
Through an entries file in the expected format or through the API, depending on the version. Allow 2,500 to 7,000 EUR for a reliable connector with error handling.
Can approvers sign off from their phone?
Yes, the web app is responsive and approval takes one click from the notification email. Over 60 % of approvals happen on mobile in multi-site groups.
How long does a 12-site rollout take?
Allow 8 to 12 weeks of project work, then a rollout in waves of 3 to 4 sites over 4 weeks to train requesters.
Let's scope your project. Tell us your sites, approval thresholds and accounting software: we price the scope, with a medium application at 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR), and the timeline. 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.
