The verdict in three sentences
For a provider with 1,500 learners a year, the Qualiopi audit (France's mandatory quality certification for publicly funded training) depends on producing evidence for each indicator in minutes: placement, attendance, assessment, complaints. Off-the-shelf software costs 100 to 400 EUR excl. VAT a month and works as long as your processes follow its standards, while a custom tool at 25,000 to 55,000 EUR excl. VAT makes sense once you handle several funders, in-company sessions and hybrid formats. Either way, allow 3 months to be ready before the audit.
The 32 Qualiopi indicators translated into software
The national quality framework has 7 criteria and 32 indicators. The most frequent non-conformities in 2026 concern traceability, which software fixes directly.
| Qualiopi requirement | Indicators | Expected evidence | Software function |
|---|---|---|---|
| Public information | 1 to 3 | Published satisfaction and pass rates | Automatic calculation and export to website |
| Placement and objectives | 4 to 8 | Signed placement questionnaire | Online form before the session |
| Attendance | 9 to 13 | Sheets signed per half day | Time-stamped electronic attendance |
| Learning assessment | 11 | End-of-course assessments | Built-in quizzes and grids |
| Feedback collection | 30 | Immediate and delayed questionnaires | Automatic sending at D+0 and D+90 |
| Complaints and improvement | 31 and 32 | Register and actions | Time-stamped register with follow-up |
| Contract documents | Cross-cutting | Agreements, notices, certificates | Generation and e-signature |
For 1,500 learners, electronic attendance alone removes about 6,000 paper sheets a year and 120 hours of admin data entry.
Off-the-shelf or custom: the 2026 figures
| Criterion | Off-the-shelf software | Kolonell custom build |
|---|---|---|
| Initial cost | 0 to 2,000 EUR excl. VAT setup | 25,000 to 55,000 EUR excl. VAT |
| Subscription | 100 to 400 EUR a month, sometimes per user | Hosting 80 to 200 EUR a month |
| 5-year cost | 6,000 to 30,000 EUR | 30,000 to 67,000 EUR |
| Multiple funders (OPCO, CPF, France Travail, companies) | Standard, hard to adapt | Custom billing rules |
| CRM, LMS, accounting integration | Limited connectors | Dedicated APIs |
| BPF export | Included | Included, cross-checked with accounting |
| Setup time | 2 to 6 weeks | 3 months |
Off-the-shelf software remains the right choice below 500 learners and a simple catalogue. Beyond that, workarounds (Excel exports, double entry) often cost more than the subscription.
Custom budget by module
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| Module | 2026 range (EUR excl. VAT) |
|---|---|
| Catalogue, sessions, trainers and rooms | 4,000 to 8,000 |
| Registrations, agreements and notices | 4,000 to 9,000 |
| Electronic attendance (QR code, touch signature, remote) | 3,000 to 7,000 |
| Assessments, satisfaction surveys and indicators | 3,000 to 7,000 |
| Multi-funder billing and OPCO tracking | 5,000 to 12,000 |
| BPF export and Qualiopi dashboards | 2,000 to 5,000 |
| Learner and company extranet | 4,000 to 7,000 |
Mini case study
Claire, director of a training provider in Lyon, welcomes 1,500 learners a year across 180 sessions. Her team spends 3 days a month rebuilding attendance sheets and surveys: 36 days a year at 280 EUR fully loaded, so 10,080 EUR. Late OPCO invoicing ties up 60,000 EUR of cash on average. With a custom tool at 38,000 EUR excl. VAT, admin workload drops by 75% (7,560 EUR saved per year) and OPCO collection time falls from 75 to 40 days. Over 5 years, direct savings reach 37,800 EUR, plus a surveillance audit passed with no major non-conformity.
FAQ
Do funders accept electronic attendance? Yes, provided it is time-stamped, named and signed by both learner and trainer. OPCOs and the Caisse des Dépôts have accepted digital evidence for several years.
Does the software generate the BPF (annual educational and financial report)? Yes, the BPF export is built from sessions and invoices, saving 2 to 3 days of consolidation each year. Data is cross-checked with accounting.
How long to be ready before the Qualiopi audit? Allow 3 months for a custom tool, 2 to 6 weeks for off-the-shelf software. Plan at least 2 months of real use before the audit to have evidence.
Can it handle remote training? Yes, remote attendance uses a unique link with logged connection. The module costs 1,500 to 3,000 EUR excl. VAT depending on the video tool.
What happens to our data if we switch tools? With a custom build, you own the code and database. With off-the-shelf software, check the export clause, sometimes billed 500 to 1,500 EUR.
Let's scope your project. Tell us your learner volume, funders and audit date: we will price a tool between 25,000 and 55,000 EUR excl. VAT, or point you to off-the-shelf software if that pays better, with go-live in 3 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.
