The verdict in three sentences
Below 60 users, a SaaS client portal is hard to beat: fast setup, no capex, 8 to 25 EUR per user per month. Between 60 and 120 users, the math flips: the recurring subscription catches up to and then exceeds a custom build at 25,000-60,000 EUR amortised over 3 years. Beyond that, custom wins on TCO, GDPR compliance, SSO and full code ownership.
SaaS or build: what you actually buy
A SaaS portal rents you a standard brick: documents, invoices, ticket tracking. You pay per user, advanced integrations and SSO are often paid add-ons, and your data lives with the vendor. A custom build is an asset: you own the code, the hosting (EU-based providers), and you scope compliance tightly around GDPR.
| Criterion | SaaS portal | Custom build |
|---|---|---|
| Entry cost | 0 EUR | 25,000-60,000 EUR |
| Recurring cost | 8-25 EUR/user/mo | Maintenance 400-900 EUR/mo |
| SSO / SAML | Add-on +15-30% | Included |
| EU hosting | Variable | Fully controlled |
| Code ownership | No | Yes |
| Time to launch | 1-4 weeks | 10-16 weeks |
| Customisation | Limited | Full |
Three-year TCO by user count
The decision is about duration. Here is a 2026 order of magnitude for a mid-complexity portal (documents, invoices, tracking), SaaS at 18 EUR/user/month with SSO, versus a build at 42,000 EUR and 650 EUR/month maintenance.
| Users | SaaS 3 yrs | Build 3 yrs | Gap |
|---|---|---|---|
| 30 | 19,440 EUR | 65,400 EUR | SaaS wins |
| 60 | 38,880 EUR | 65,400 EUR | SaaS wins |
| 100 | 64,800 EUR | 65,400 EUR | Tie |
| 150 | 97,200 EUR | 65,400 EUR | Build wins |
| 300 | 194,400 EUR | 65,400 EUR | Build wins |
| 500 | 324,000 EUR | 65,400 EUR | Build wins |
Break-even lands around 100 users in this scenario. Add the SaaS billed integrations (API, exports, accounting connector) and it slides toward 70-90 users.
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Mini case study
Sophie, director of an IT services SME in Dublin, manages 140 active clients on her portal. On SaaS at 18 EUR/user/month she pays 30,240 EUR a year, or 90,720 EUR over 3 years. A build at 42,000 EUR plus 650 EUR/month maintenance comes to 65,400 EUR over 3 years. Saving: 25,320 EUR, plus an owned asset and native SSO for her team. Payback on the upfront premium: about 16 months.
FAQ
What budget for a custom client portal in 2026? Expect 25,000 to 60,000 EUR depending on modules (documents, invoices, tickets, SSO), plus 400 to 900 EUR/month maintenance. A focused MVP can start under 30,000 EUR.
From how many users is a build worthwhile? The threshold sits between 60 and 120 active users over 3 years. The more paid SaaS integrations you need, the lower the threshold.
Is custom GDPR compliant? Yes, and it is an advantage: EU hosting, encryption, logging and a processing register scoped from day one. You control data residency.
How long to deliver? Expect 10 to 16 weeks for a complete portal, split into sprints. A usable first release (auth + documents) can ship in 5-6 weeks.
Can we migrate from SaaS to a build later? Yes, but plan for data export and SaaS exit costs. Migrating 140 clients typically takes 2 to 4 weeks of data reprocessing.
Let's scope your project. Secure client portal 25,000-60,000 EUR, SSO and EU hosting included, delivered in 10-16 weeks: tell us your user count and key modules. 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.
