The verdict in three sentences
A SaaS real estate CRM costs 30 to 80 EUR/agent/month in 2026 and fits small agencies perfectly. A custom build (30,000 to 85,000 EUR) becomes profitable beyond roughly 12 agents or when your listing and syndication processes fall outside standards. It targets a +15 % conversion gain through lead management calibrated to your trade.
SaaS vs custom: the comparison
SaaS starts fast with no investment but bills per seat and limits personalisation. Custom has a high entry cost but zero marginal cost per additional agent.
| Criterion | SaaS 2026 | Custom 2026 |
|---|---|---|
| Entry cost | 0 EUR | 30,000 - 85,000 EUR |
| Monthly cost | 30 - 80 EUR/agent | 500 - 1,200 EUR maintenance |
| Timeline | Immediate | 4 - 6 months |
| Personalisation | Limited | Total |
| Portal syndication | Per connectors | Bespoke |
| Data ownership | Vendor | You |
The tipping point in figures
At 80 EUR/agent/month, a 20-agent agency pays 19,200 EUR/year for SaaS. Over 4 years that is 76,800 EUR, before price rises. A custom CRM at 60,000 EUR + 800 EUR/month maintenance comes to 60,000 + 38,400 = 98,400 EUR over 4 years, but with no seat limits or vendor lock-in.
| Agency size | SaaS 4 yrs (80 EUR/agent) | Custom 4 yrs |
|---|---|---|
| 5 agents | 19,200 EUR | ~ 78,000 EUR |
| 12 agents | 46,080 EUR | ~ 90,000 EUR |
| 20 agents | 76,800 EUR | ~ 98,400 EUR |
| 35 agents | 134,400 EUR | ~ 110,000 EUR |
| 50 agents | 192,000 EUR | ~ 125,000 EUR |
Mini case study
Sophie runs a 30-agent network in Berlin. On SaaS at 75 EUR/agent/month she pays 27,000 EUR/year. Her conversion stalls at 4 % for lack of tailored automation. A custom CRM at 65,000 EUR integrated with her website auto-nurtures leads and lifts conversion to 4.6 % (+15 %). On 300 annual sales at 6,000 EUR average commission, that +0.6 point generates about 270,000 EUR of extra commissions per year: the investment pays back in under 4 months.
FAQ
Need a professional website?
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From how many agents is custom profitable?
Generally beyond 12 to 15 agents, per-seat SaaS cost exceeds a proprietary CRM's maintenance over 4 years.
Can it syndicate to major portals?
Yes, a bespoke syndication feed supplies portals via their formats (often XML), costing 6,000 to 15,000 EUR depending on the number of portals.
How long to deliver?
Expect 4 to 6 months for a full CRM; a first module (listings + leads) ships in 2 to 3 months.
Who owns the data?
With custom, you own the database and hosting, avoiding lock-in and easing GDPR compliance.
What conversion gain?
Well-equipped agencies see +10 to +20 % conversion through automatic follow-up and lead scoring.
Let's scope your project. Tell us your agent count, syndication portals and budget: we compare SaaS and custom with hard figures for your agency. 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.
