The verdict in three sentences
A custom secure client portal for a services SME costs between 18,000 and 30,000 EUR for a solid MVP, delivered in 10 to 14 weeks. The heaviest line items are authentication/role management and the documents + invoicing space, not the visual design. Below a 15,000 EUR budget, an existing SaaS module is almost always more rational than custom; above it, custom is justified by integration with your tools and the absence of per-user subscription fees.
What a custom client portal costs in 2026
The typical portal lets your clients track their documents, invoices and tickets in an authenticated space. Here is the line-by-line estimate, as a 2026 order of magnitude.
| Line item | Scope | Range (EUR) |
|---|---|---|
| Scoping & mockups | Workshops, user journeys, UX/UI | 3,000 |
| Authentication & roles | Login, passwords, 2FA, roles/permissions | 4,000 |
| Documents space | Upload, categories, secure download | 3,500 - 5,000 |
| Client invoicing | Invoice history, status, PDF, reminders | 3,000 - 5,000 |
| Tickets / support | Creation, tracking, notifications | 2,500 - 4,000 |
| E-mail notifications | Transactional, reminders | 1,500 |
| SSO (optional) | Login via Google/Microsoft | 2,000 - 3,500 |
| QA & go-live | Testing, GDPR, deployment | 2,000 - 3,000 |
| MVP total | 18,000 - 30,000 |
Scoping is never wasted: it is what prevents 5,000 EUR of rework at the end of the project.
Recurring costs and timelines
A portal is living software: budget for secure hosting and maintenance from go-live.
| Item | 2026 order of magnitude | Frequency |
|---|---|---|
| Secure hosting (EU, GDPR) | 80 - 250 EUR | monthly |
| Domain + SSL certificate | 15 - 40 EUR | monthly |
| Maintenance (fixes, evolutions) | 400 - 900 EUR | monthly |
| Backups & monitoring | included in maintenance | continuous |
| MVP timeline | 10 - 14 weeks | one-shot |
| Enriched version (SSO, API) | +4 to 6 weeks | one-shot |
Expect an annual running budget of 6,000 to 14,000 EUR in the first full year, hosting and maintenance included.
Custom build or existing SaaS module
| Criterion | Custom portal | SaaS module (subscription) |
|---|---|---|
| Upfront cost | 18,000 - 30,000 EUR | 0 - 3,000 EUR (setup) |
| Monthly cost | 480 - 1,150 EUR (maintenance + hosting) | 15 - 60 EUR / user |
| Integration with your tools | Full (ERP, accounting) | Limited to provided connectors |
| Customization | Unlimited | Framed by the vendor |
| Profitability | > 20 active users | < 15 users |
| Code ownership | You | The vendor |
Simple rule: below 15 active clients, test a SaaS first; above it, or if you must connect your ERP, custom becomes cheaper over 3 years.
Mini case study
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Claire, CFO of an IT services SME in Lyon (28 employees, 140 active clients) received 60 calls a month for invoice copies. She chose a custom portal at 24,000 EUR (scoping, auth, documents, invoicing, notifications), plus 650 EUR/month of maintenance and hosting. The portal absorbs 80% of document requests, saving roughly 12 hours/month on the executive assistant (loaded cost ~28 EUR/h, i.e. ~336 EUR/month). Added to the commercial image gain and automated invoice reminders (payment delay reduced by 6 days), the return on investment is reached in 14 to 16 months.
FAQ
Is a client portal the same as a WordPress membership area?
No. A membership area manages access to content; a client portal manages business data (invoices, tickets, personal documents) with fine-grained roles and stronger security. Expect 4,000 EUR just for serious authentication and permissions.
Can we start with an 18,000 EUR MVP then enrich it?
Yes, and it is recommended. An 18,000 EUR MVP covers auth + documents + invoices; you add tickets, SSO and API in a phase 2 of 4 to 6 weeks once usage is validated.
Must hosting be in Europe?
For a French SME's client data, yes: EU hosting simplifies GDPR compliance. Expect 80 to 250 EUR/month depending on traffic and backup level.
How much does Google/Microsoft SSO cost?
Between 2,000 and 3,500 EUR in development. It is only useful if your clients are themselves companies with pro accounts; otherwise a classic login with 2FA is enough.
What maintenance budget should I plan?
Between 400 and 900 EUR/month depending on the pace of evolutions. Below 400 EUR, you only fund security patches, not improvements.
Let's scope your project. Tell us about your clients, document volume and whether an ERP/accounting connection is needed: we scope a portal MVP between 18,000 and 30,000 EUR. 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.
