Vertical SaaS vs custom build: the decision for Berlin firms (2026)

The verdict in three sentences

If your need is standard and your headcount moderate, vertical SaaS (30-300 EUR/user/month) gets you live in weeks with no CAPEX. If your process is a competitive advantage or your headcount is large, a custom build (40,000-120,000 EUR) becomes cheaper in use and makes you independent. The tipping point is computed on three axes: user count, business specificity and 5-year TCO.

Build vs buy: the 2026 costs

In Berlin, 2026 benchmarks for business software (operations management specific to your sector).

SaaS wins on speed and low CAPEX; custom wins on fit and independence.

The tipping point: 5-year TCO

The key calculation: from how many users does custom become worth it?

At around 22-25 users, custom becomes cheaper over 5 years. Below that, SaaS stays the better choice, unless business specificity is high.

Mini case study

Karim runs a logistics SME in Berlin, 30 staff on a planning tool. He pays a vertical SaaS 95 EUR/user/month, i.e. 34,200 EUR/year, but the tool doesn't handle his multi-depot routing, a process that drives his margin. Over 5 years the SaaS will cost him 171,000 EUR while never fitting his need 100%. A custom build at 85,000 EUR plus 9,000 EUR/year maintenance works out to 130,000 EUR over 5 years, while natively handling his multi-depot routing. Karim switches: he saves 41,000 EUR over 5 years, removes vendor dependency, and turns his specific process into a coded advantage. Verdict: beyond 25 users with a strong business need, custom wins on cost AND fit.

FAQ

From how many users does custom become worth it? Around 22-25 users over 5 years, with SaaS at 80 EUR/user/month. Below that, SaaS stays cheaper unless the business need is highly specific.

Is vertical SaaS really faster? Yes: 2-6 weeks to go live versus 4-8 months for a custom build. For an urgent standard need, that's a decisive advantage.

What is vendor dependency and why does it matter? You depend on the vendor's roadmap, pricing and longevity. A 20% price hike on 30 users is 6,840 EUR/year more, borne with no recourse.

Can we start on SaaS then move to custom? Yes, it's a sound strategy: validate the need on SaaS, then bring it in-house when headcount or specificity justify the CAPEX. Plan for data export from day one.

What budget for custom business software in Berlin in 2026? Expect 40,000-120,000 EUR depending on complexity, plus 10-20% per year maintenance, i.e. 6,000-24,000 EUR/year.

Let's scope your project. Tell us your headcount, your process specificity and your current tool; we'll compute your SaaS vs custom (build vs buy) tipping point over 5 years. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.