The verdict in three sentences
For a training provider with 1,500 learners a year, a specialised SaaS at 100 to 400 EUR a month covers contracts, attendance and routine quality evidence very well. Custom software at 25,000 to 60,000 EUR excluding VAT (2026 order of magnitude) is justified when your programmes mix classroom, online, apprenticeships and multiple funding sources (Skillnet networks, SOLAS and ETB programmes, Springboard+, employers) that the standard tool handles through workarounds. The deciding criterion: admin time per learner and the amount of funding held up for lack of complete supporting documents.
The requirements to cover: quality assurance and funding
In Ireland, providers offering accredited programmes must meet QQI quality assurance guidelines, reviewed through monitoring and periodic reviews. Each requirement needs evidence: programme design, learner assessment, feedback, complaints, staff development. Funded programmes add their own attendance and outcome reporting.
| Requirement | Specialised SaaS | Custom | Risk if poorly handled |
|---|---|---|---|
| Quality assurance evidence | Filing by criterion | Evidence generated automatically by the learner journey | Findings at QQI review |
| Electronic attendance per half day | Yes | Yes, with signature, geolocation and online sessions | Funding claim rejected |
| Contracts and joining instructions | Standard templates | Generated by funder and programme type | Re-entry, date errors |
| Funding portals and claims | Depends on vendor | Sync of cohorts, starts and completions | Payment delays |
| Employer and network funding files | Simple tracking | Chasers, documents per funder, direct billing | Receivables over 90 days |
| Feedback and outcome evaluations | Standard surveys | Linked to learning outcomes and reports | Weak evidence of impact |
| Annual activity and financial report | Partial export | Calculated automatically each year | Late reporting to funders |
Government-funded places add their own rules: learner registration before the start, completion and progression data, and payment on delivery. A missing record blocks the claim.
SaaS or custom: the four-year calculation
Assumptions: 8 admin users and 25 trainers, SaaS at 300 EUR a month with modules, custom at 42,000 EUR with 6,000 EUR of maintenance and hosting a year.
| Item | Specialised SaaS | Custom |
|---|---|---|
| Setup and data migration | 1,000 to 3,000 EUR | Included in the project |
| Upfront cost | 0 EUR | 25,000 to 60,000 EUR |
| Annual cost | 3,600 EUR | 6,000 EUR |
| Cumulative over 4 years | 16,400 EUR | 66,000 EUR |
| Time to go live | 2 to 6 weeks | 3 to 5 months |
| Fit with blended, multi-funder programmes | Limited | Full |
| Ownership of data and code | No | Yes |
On licences alone, SaaS wins clearly. Custom can only be defended by admin time saved and funding released: that is the calculation to run before signing.
Where admin time is lost
| Task per learner | Current time (estimate) | With a suitable tool |
|---|---|---|
| Contract, joining instructions, programme | 12 min | 2 min |
| Collecting and checking attendance | 10 min | 2 min |
| Funding file and funder chasers | 12 min | 5 min |
| Assessments and feedback | 6 min | 1 min |
| Certificates and invoicing | 5 min | 2 min |
| Total | 45 min | 12 min |
On 1,500 learners, the gap is about 825 hours a year, nearly half an administrative assistant's position.
Mini case study
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Siobhan, director of a training provider in Dublin (illustrative persona), welcomes 1,500 learners a year for 900,000 EUR of revenue. Saving 33 minutes per learner frees 825 hours, or 28,875 EUR a year at a loaded 35 EUR an hour. She also finds that 3 % of funding claims are delayed or rejected for missing documents: halving that rate secures 13,500 EUR a year. With 42,375 EUR of annual gains, a 42,000 EUR project plus 6,000 EUR of maintenance pays back in just over a year. A provider with 300 learners, on the other hand, should stay on a SaaS.
FAQ
Can the software connect to funding portals?
Yes, where funders offer data exchange, it syncs cohorts, starts and completions; otherwise it produces the exact export files they expect. Allow 2 to 3 weeks of development and testing.
Is electronic attendance accepted by funders?
Yes, if it identifies the learner, timestamps each half day and produces an exportable signed record. Most funders accept it in 2026, subject to their own conditions.
Does the software prepare quality reviews?
It files evidence by criterion as you go, cutting review preparation from 5 to 8 days to 1 or 2 days. Quality decisions remain with QQI or the awarding body.
How much does a specialised SaaS cost?
Between 100 and 400 EUR a month depending on users and modules, or 1,200 to 4,800 EUR a year. Funding portal links and e-signature are sometimes optional.
Can we keep our e-learning platform?
Yes, the software can pull login times and module results to prove attendance online. Integration takes 1 to 2 weeks depending on the platform.
Let's scope your project. Tell us your learner volume, main funders and current tools: we will price a scope, an indicative budget and a schedule that fits your next quality review. 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.
