The verdict in three sentences
For a physical records storage and scanning company in Dublin holding 50,000 to 500,000 boxes, custom business software costs 25,000 to 70,000 EUR excluding VAT in 2026 (about $27,000 to $76,000), delivered in 3 to 5 months. It combines barcode tracking of every box and location, a client portal for retrieval requests and retention schedules through to certified destruction. Above 80,000 boxes, warehouse productivity and reliable billing pay back the tool in 18 to 30 months.
The flows a spreadsheet no longer tracks
A records storage company lives on four flows: intake (collection at the client, indexing, racking), retrieval (box or file out, delivery, return), scan on demand and destruction at the end of the retention period. Each flow is billable. On spreadsheets, 2 to 4 % of movements are never billed and a misfiled box costs 30 to 90 minutes of searching.
| Module | Function | Indicative 2026 cost (EUR) | Measured effect |
|---|---|---|---|
| Barcodes and locations | Box labels, aisles, bays, levels | 5,000 - 12,000 | Box located in under 2 min |
| Warehouse app | Handheld scanning, intake, retrieval, inventory | 5,000 - 14,000 | Annual inventory 3x faster |
| Client portal | Retrieval requests, tracking, invoices | 5,000 - 15,000 | 70 % of requests placed online |
| Scan on demand | Job queue, secure PDF delivery | 3,000 - 10,000 | Scan turnaround under 24 h |
| Retention and destruction | Periods per document type, alerts, certificates | 3,000 - 9,000 | Zero destruction without client sign-off |
| Billing | Monthly storage, movements, services | 4,000 - 10,000 | Unbilled movements below 0.5 % |
The barcode, warehouse and billing core starts around 25,000 EUR. The full version with portal, scanning and certified destruction reaches 55,000 to 70,000 EUR.
Custom vs specialized off-the-shelf software
| Criterion | Off-the-shelf records software | Custom by Kolonell |
|---|---|---|
| Upfront cost | 8,000 - 20,000 EUR setup | 25,000 - 70,000 EUR |
| Annual subscription (12 users) | 7,000 - 18,000 EUR | 2,400 - 5,000 EUR maintenance and hosting |
| Client-specific rate cards | Limited configuration | Your rules, per contract |
| Branded client portal | Paid option | Included |
| 5-year total cost | 43,000 - 110,000 EUR | 37,000 - 95,000 EUR |
| EU data hosting | Depends on vendor | Yes |
| Go-live time | 2 - 4 months | 3 - 5 months |
Custom software becomes cheaper once your rate card is complex (bundles, urgent requests, per-page scanning) or you want a branded portal to stand out.
Compliance: what your clients will check
Your clients (accountancy firms, hospitals, public bodies, banks) expect proof. The software must keep a timestamped log of every movement, manage legal retention periods (6 years for most accounting records in Ireland, longer for certain medical and pension files) and issue a destruction certificate listing the boxes. Public sector contracts often add audit and chain-of-custody requirements. GDPR requires role-based access control and a record of processing activities.
Mini case study
Sophie, managing director of a 9-employee records storage company near Dublin, holds 140,000 boxes for 210 clients. About 2,600 movements happen each month, 3 % of which were never billed: 78 movements at an average of 18 EUR, or 1,404 EUR a month, close to 17,000 EUR a year. Searching for misfiled boxes took 25 hours a month, about 9,000 EUR a year at 30 EUR an hour loaded. The software, delivered in 4 months for 46,000 EUR plus 3,600 EUR yearly maintenance, cut unbilled movements to 0.4 % and searches to 4 hours a month. Estimated annual gain: 22,000 EUR. Payback in about 30 months, before counting two new clients won thanks to the portal.
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FAQ
How much does physical records management software cost in 2026?
Between 25,000 and 70,000 EUR depending on modules. Plan 2,400 to 5,000 EUR a year for maintenance and EU hosting.
Can we reuse our existing labels?
Yes, if they carry a unique ID. Otherwise, progressive relabeling is planned at 2,000 to 4,000 boxes a day with two operators.
Does the client portal handle urgent requests?
Yes, the client picks the turnaround (24 h, 4 h, immediate scan) and the matching rate is applied to billing automatically.
How is destruction secured?
The software alerts 60 days before the due date, requests client approval, then generates a certificate listing destroyed boxes and the shredding provider.
What is the delivery time?
Allow 3 to 5 months, including 2 to 4 weeks of data migration from your spreadsheet or legacy tool.
Let's scope your project. Tell us your box volume, services and rate card: we price a scope between 25,000 and 70,000 EUR with delivery in 3 to 5 months. 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.
