The verdict in three sentences
For a network of 8 branches and 40 negotiators in Dublin and its commuter belt, a custom software layer costs EUR 30,000 to 55,000 excluding VAT in 2026, plus EUR 6,000 to 9,000 a year for maintenance and hosting. Off-the-shelf real estate software charges EUR 90 to 150 per user per month, which is EUR 43,000 to 72,000 a year for 40 negotiators, and still does not properly handle cross-branch buyer-property matching or commissions per negotiator. The right decision is often hybrid: keep the transaction software for compliance and build a shared tool to run the network.
What transaction software does not do for a network
Market transaction software handles individual instructions, property records and the feed to portals well. The problem for an 8-branch network starts elsewhere: a buyer registered in Swords never sees the two-bed that came in yesterday in Malahide, viewing notes stay in notebooks, and the network director rebuilds commissions in a spreadsheet at the end of every month.
| Network need | Standard market software | Shared custom tool |
|---|---|---|
| Cross-branch buyer-property matching | Branch only, or paid add-on | Automatic matching across the network, SMS or email alert |
| Viewing reports | Free text field | Mobile form, viewer signature, sent to the vendor within 24 h |
| Multi-portal listings | Included (Daft, MyHome) | Reuses the existing feed |
| Commissions per negotiator | Manual export | Scale per branch, inter-branch splits, automatic calculation |
| Network dashboard | Per branch | Consolidated across 8 branches, average time to sale, conversion rate |
| Sole agency instructions and follow-ups | Basic reminders | Scheduled follow-ups at D+30, D+60, D+80 before expiry |
Cross-branch matching is the most profitable lever: in a regional network, 15 to 25% of qualified buyers end up purchasing in an area covered by another branch.
Three-year cost comparison
The figures below are 2026 orders of magnitude for 40 users.
| Option | Initial investment excl. VAT | Annual cost excl. VAT | 3-year total excl. VAT |
|---|---|---|---|
| Market software, standard plan (EUR 90/user/month) | EUR 2,000 to 4,000 | EUR 43,200 | EUR 131,600 to 133,600 |
| Market software, premium plan (EUR 150/user/month) | EUR 3,000 to 6,000 | EUR 72,000 | EUR 219,000 to 222,000 |
| Standard software + shared custom tool | EUR 30,000 to 55,000 | EUR 49,200 to 52,200 | EUR 177,600 to 211,600 |
| Fully custom tool (transactions included) | EUR 80,000 to 120,000 | EUR 12,000 to 18,000 | EUR 116,000 to 174,000 |
| Spreadsheets and messaging (current state) | EUR 0 | Hidden cost: 1,500 to 2,500 hours of data entry | Not measured |
A fully custom build pays off from the third year, but it must take over regulatory requirements (PSRA licensing records, letters of engagement) and the portal feeds. For a network that wants results in under 4 months, a shared tool plugged into the existing software is the best compromise.
Scope, timeline and deliverables
| Work package | Content | Budget excl. VAT | Timeline |
|---|---|---|---|
| Scoping | Workshops with 3 branch managers and 5 negotiators | EUR 3,000 to 5,000 | 2 weeks |
| Property and buyer sync | API connector or nightly import from the transaction software | EUR 6,000 to 10,000 | 3 weeks |
| Matching and alerts | Search criteria, relevance score, notifications | EUR 7,000 to 12,000 | 3 weeks |
| Mobile viewing app | Viewing slips, reports, photos, sending to vendor | EUR 6,000 to 11,000 | 3 weeks |
| Commissions and dashboard | Scales, splits, accounting exports | EUR 6,000 to 12,000 | 3 weeks |
| Acceptance and training | 2 sessions per branch | EUR 2,000 to 5,000 | 2 weeks |
Allow 14 to 16 weeks in total, with a 2-branch pilot in week 10.
Mini case study
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Laurent runs a network of 8 branches across north Dublin and Wicklow and closes 620 sales a year with an average fee of EUR 9,500. He invests EUR 46,000 in a shared tool. Cross-branch matching produces 18 extra sales in the first year, which is EUR 171,000 in fees. Automated viewing reports save each negotiator 1.5 hours a week, about 2,800 hours a year. Even counting only half of the extra sales, the payback period is under 6 months.
FAQ
Do we have to drop our current transaction software?
No, in 80% of cases. The shared tool connects to it via API or daily import, and the regulatory records stay in the compliant software.
How much does maintaining a shared tool cost?
Allow 15 to 20% of the initial budget per year, so EUR 6,000 to 9,000 for a EUR 45,000 project, EU hosting included.
Will negotiators actually use it?
Adoption depends on the viewing app: if a report takes less than 2 minutes on mobile, usage exceeds 85% within 2 months. That is why scoping involves negotiators from week one.
Is buyer data GDPR compliant?
Yes, provided the tool sets a retention period (3 years after last contact is common practice), records consent and is hosted in the European Union. These points are included in the budget.
Can we start with only 2 branches?
Yes, a 2-branch pilot costs about 60% of the total budget and validates usage before rolling out to the other 6 in 4 weeks.
Let's scope your project. Send us your branch list, current software and priorities: we will price a shared tool between EUR 30,000 and 55,000 with a 14 to 16 week plan. 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.
