The verdict in three sentences
For a London agency combining sales and lettings management of 400 units, the variable part of a licence (2–4 EUR/unit/month) weighs more than the base subscription. A custom build connected to listing portals pays off once the portfolio passes 300 units and rent collection takes more than 10 hours a month. Below 150 units, a licence remains the right call.
Licence vs custom build: 2026 figures
The licence combines a fixed subscription and a per-unit fee. At 400 units, the variable part dominates. The custom build is a one-off investment.
| Item | Licence | Custom build |
|---|---|---|
| Base subscription / month | 80 – 180 EUR | 0 EUR |
| Cost / managed unit / month | 2 – 4 EUR | 0 EUR |
| Variable cost 400 units / month | 800 – 1,600 EUR | 0 EUR |
| Entry cost | 0 EUR | 45,000 – 75,000 EUR |
| Automated rent-collection module | often add-on | 8,000 EUR included |
| E-signature / deed | 0.90 EUR | 0.90 EUR |
| Multi-portal listing / month | 120 EUR | 120 EUR |
| Annual maintenance | included | 15%/yr |
At 400 units, the licence costs 10,560–21,360 EUR/year (subscription + variable), before add-ons. Over 3 years that is 31,680–64,080 EUR; a 60,000 EUR build plus maintenance breaks even around 30–36 months.
What custom changes day to day
Automating rent collection and connecting listing portals frees significant time for the management team.
| Metric | Before | After (integrated tool) |
|---|---|---|
| Rent-collection time / month | 12 – 15 h | 10 h saved |
| Rent-receipt issuance lead time | 3 – 5 days | automatic |
| Multi-portal re-listing | manual | 1 click |
| Mandate signing | paper | e-signature 0.90 EUR/deed |
| Lead tracking | scattered | unified CRM |
Ten hours a month saved on rent receipts, valued at 30 EUR/h, is 3,600 EUR/year, before counting fewer billing errors.
Mini case study
Sophie runs a London agency with 400 managed lettings and a sales arm. Her licence costs 150 EUR base plus 3 EUR/unit — 1,350 EUR/month, or 16,200 EUR/year. Over four years that is 64,800 EUR. A custom build at 60,000 EUR plus the rent-collection module (8,000 EUR) and three years of maintenance at 10,200 EUR/year (30,600 EUR) totals 98,600 EUR over four years — more short term. But she saves 10 h/month on rent collection (3,600 EUR/year) and removes the variable fee that grows with the portfolio: at 600 units, the licence would exceed 23,000 EUR/year, quickly flipping the maths.
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FAQ
How much does custom agency software cost in 2026?
Expect 45,000–75,000 EUR for CRM + lettings management + mandates, plus 8,000 EUR for the automated rent-collection module. E-signature is about 0.90 EUR/deed.
Is the 2–4 EUR/unit licence really more expensive?
At 400 units the variable part reaches 800–1,600 EUR/month, most of the cost. The larger the portfolio, the more custom wins.
Can we post listings to several portals?
Yes, multi-portal syndication (about 120 EUR/month) re-lists in one click on major sites. The build integrates this without double entry.
What is the delivery timeline?
Between 12 and 16 weeks. The CRM and mandate management can ship first, automated rent collection next.
Is e-signature legally valid?
Yes, an eIDAS-compliant e-signature has the same standing as a handwritten one. At 0.90 EUR/deed it cuts mandate signing time by several days.
Let's scope your project. Tell us your managed-unit count, rent-collection and syndication needs, and indicative budget; 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.
