The verdict in three sentences
A custom rental management tool automates rent receipts, charge calls, inspections and a tenant portal in a single flow. Budget 35,000 to 85,000 EUR with delivery in 16 to 22 weeks, and maintenance at around 15%/year. Target gains: -20% arrears and -40% management time per managed unit.
The time-saving modules
In rental management, every automated repetitive task frees up billable time. 2026 order of magnitude.
| Module | Dev time | EUR range | Target gain |
|---|---|---|---|
| Automated rent receipts | 3-4 wks | 8,000-14,000 | Zero-entry issuing |
| Charge calls & reconciliation | 4 wks | 10,000-17,000 | Reconciliation -3 wks |
| Mobile inspections | 3-4 wks | 8,000-14,000 | Disputes -30% |
| Tenant portal | 3 wks | 7,000-12,000 | Requests -50% email |
| Automated arrears follow-up | 3 wks | 6,000-11,000 | Arrears -20% |
A "receipts + charge calls + portal" core starts around 35,000 EUR; the full scope with mobile inspections and follow-ups approaches 85,000 EUR.
Real cost vs. the market
Property administration software often bills per managed unit. 2026 comparison for a manager of 600 units.
| Option | Upfront cost | Annual recurring | 3-year cost |
|---|---|---|---|
| Market software (per unit) | 3,000 EUR | 18,000 EUR | ~57,000 EUR |
| Premium market software | 6,000 EUR | 30,000 EUR | ~96,000 EUR |
| Custom Essential | 35,000 EUR | 5,250 EUR (maint.) | ~50,750 EUR |
| Custom Extended | 70,000 EUR | 10,500 EUR (maint.) | ~101,500 EUR |
Beyond 500 units, per-unit market billing often exceeds Custom Essential over 3 years, without automation fitting your leases.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Mini case study
Sophie, a property administrator in Toulouse, manages 620 units with 4 managers. Manual receipts and reconciliations take ~2 days/week per manager. She invests 70,000 EUR in a custom tool (receipts + charges + inspections + follow-ups) plus 10,500 EUR/year in maintenance. Cutting management time by 40% frees the equivalent of ~1.6 FTE (~64,000 EUR/year in salary cost), reallocated to winning new mandates. In parallel, the 20% drop in arrears secures her cash flow: the tool pays back in under 14 months.
FAQ
How much does custom rental management software cost in 2026? From 35,000 to 85,000 EUR depending on modules. A receipts + charges + portal core starts at 35,000 EUR; the full scope approaches 85,000 EUR.
What's the implementation timeline? From 16 to 22 weeks, with a first version (receipts + tenant portal) usable in 8 to 10 weeks.
Does the tool really cut arrears? Automated follow-ups and tenant balance monitoring target a ~20% drop in arrears by acting earlier and systematically.
Are mobile inspections included? It's an 8,000-14,000 EUR module: tablet entry with time-stamped photos, cutting move-out disputes by around 30%.
What annual maintenance budget? Around 15%/year of the build, i.e. 5,250 to 12,750 EUR/year, including regulatory updates (indexes, rent controls).
Let's scope your project. Send us your number of managed units, your team and priorities (receipts, charges, inspections) for a tailored 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.
