The verdict in three sentences
Above 100 units, managing turnover rents and service charge recovery in Excel costs more in errors and arrears than dedicated software. For a 140-unit mall, custom lease management software costs about 23,000 to 55,000 EUR (25,000 to 60,000 USD) in 2026, the equivalent of 250,000 to 600,000 MAD in our Rabat reference project. Automated reminders and reliable invoicing bring arrears from 9 % to 4 %, paying back the project in well under two years.
Excel, off-the-shelf package or custom: comparison
International commercial property packages exist, but they are billed per unit, often in euros, and handle local VAT rules, monthly sales reporting and local payment habits (cheques, transfers, post-dated cheques common in the Gulf) unevenly.
| Criterion | Current Excel | Off-the-shelf package | Custom |
|---|---|---|---|
| Initial cost | 0 | 7,000 to 14,000 EUR of setup | 23,000 to 55,000 EUR |
| Annual cost | 1 full-time administrator | 15 to 30 EUR per unit per month, i.e. 25,000 to 50,000 EUR | 3,700 to 8,300 EUR maintenance |
| Turnover rent | manual calculation | standard | adapted to each lease |
| Service charge recovery | annual spreadsheet | standard model | the mall's own allocation keys |
| Arrears reminders | manual | email, SMS, WhatsApp, letter | |
| Local VAT and tax | manual | partial | native |
| Go-live time | immediate | 3 to 5 months | 4 to 7 months |
Over 3 years, custom software often costs less than a per-unit package, especially above 120 units. These are 2026 orders of magnitude.
What a 23,000 to 55,000 EUR budget covers
| Module | Core version (23,000 to 32,000 EUR) | Full version (42,000 to 55,000 EUR) |
|---|---|---|
| Lease record | dates, area, base rent, indexation | amendments, renewal options, key money |
| Turnover rent | % of declared sales, single tier | multiple tiers, caps, sales by category |
| Sales reporting | entered by the administrator | tenant portal with monthly upload |
| Service charges | quarterly provision | annual reconciliation by allocation key |
| Reminders | automatic email at D+5 | sequence D+5, D+15, D+30, formal notice |
| Reporting | rent roll, vacancy | occupancy cost ratio per brand, management dashboard |
| Integrations | accounting export | ERP connection, bank reconciliation |
The tenant portal changes daily operations the most: brands report their sales online, turnover rent is calculated automatically and the invoice goes out the same day.
Arrears, the first profitability lever
For a 140-unit mall generating 2.6 million EUR of annual rent (28 million MAD in the Rabat case), each point of arrears represents about 26,000 EUR. Going from 9 % to 4 % frees around 130,000 EUR of cash a year. Graduated reminders, visibility on debt ageing and automatic calculation of contractual penalties explain most of the gain.
Mini case study
Omar, general manager of a 140-unit mall in Dubai, collects 2.6 million EUR of rent a year with 9 % arrears, i.e. 234,000 EUR overdue. He invests 44,000 EUR in a full system, plus 6,500 EUR a year of maintenance. Arrears fall to 4 %, i.e. 104,000 EUR: 130,000 EUR recovered. He also moves one half-time administrator to leasing the 8 vacant units. The project pays back in under 5 months.
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FAQ
Does the software handle several turnover rent formulas?
Yes, each lease can have its own percentage, for example 6 % of sales above base rent, with tiers and caps. The full version handles up to 4 tiers per lease.
How long does migrating the Excel history take?
Migrating 140 leases and 3 years of history takes 3 to 5 weeks, included in the 4 to 7 month schedule. Detected inconsistencies are listed for validation.
Can tenants pay online?
Yes, by bank transfer, card through a local payment gateway, or at the branch with automatic reconciliation. Online payment cuts late payments by 20 to 30 % on average.
Is data protection covered?
Data is hosted in a compliant region with role-based access, in line with the UAE data protection law or Morocco's law 09-08 depending on the project. A processing register is delivered with the project.
What maintenance budget should we plan?
Allow 15 % of the initial cost per year, i.e. 3,700 to 8,300 EUR for hosting, fixes and minor improvements.
Let's scope your project. Tell us your number of units, lease types and accounting tool: we will price software between 23,000 and 55,000 EUR, delivered in 4 to 7 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.
