The verdict in three sentences
Between a vertical SaaS (fast, standard) and custom (tailored, owned), the right choice reads over 5 years, not at entry price. A SaaS at EUR 50/user/month for 15 seats costs ~EUR 45,000 over 5 years with no ownership; custom at EUR 40,000 + EUR 6,000/year maintenance comes to ~EUR 70,000 but fits your processes. The switch point depends on how specific your processes are, how many users you have, and your tolerance for vendor lock-in.
The decision matrix
Four criteria settle most cases. Here is the 2026 reading grid.
| Criterion | Choose vertical SaaS | Choose custom |
|---|---|---|
| Process specificity | Standard, market-close | Specific, competitive edge |
| User count | < 12 seats | > 15 seats (heavy subscription) |
| Vendor dependency | Acceptable | Avoid (strategic data) |
| Time to launch | Immediate | 12-18 weeks acceptable |
| Ownership & resale | Not required | Wanted (firm asset) |
| Upfront budget | Low cash | Able to invest |
The 5-year TCO, numbers in hand
Assumption: 15 users, SaaS at EUR 50/user/month, custom at EUR 40,000 + EUR 6,000/year maintenance.
| Line item | Vertical SaaS | Custom |
|---|---|---|
| Upfront cost | EUR 0 | EUR 40,000 |
| Annual cost | EUR 9,000 | EUR 6,000 |
| Year 1 cost | EUR 9,000 | EUR 46,000 |
| 3-year cumulative | EUR 27,000 | EUR 58,000 |
| 5-year cumulative | EUR 45,000 | EUR 70,000 |
| 7-year cumulative | EUR 63,000 | EUR 82,000 |
| Code ownership | No | Yes |
SaaS stays cheaper cumulatively even at 7 years in this scenario. Custom is justified by non-monetary value (fit, ownership, independence) or when headcount climbs sharply: at 30 users, SaaS jumps to EUR 18,000/year and quickly catches a fixed-cost custom build.
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Mini case study
Elodie, a partner at a 22-person firm in Lyon, is torn. On SaaS at EUR 50/seat, her bill is already EUR 13,200/year, i.e. EUR 66,000 over 5 years, set to rise with hiring. Custom at EUR 45,000 + EUR 6,000/year comes to EUR 75,000 over 5 years, but the cost does not grow with headcount and the tool fits her engagement mix. At her growth pace (+3 seats/year), she tips toward custom: SaaS would exceed EUR 90,000 over 5 years.
FAQ
From how many users does custom win? As a 2026 order of magnitude, beyond 15-20 seats cumulative SaaS fees catch a fixed-cost custom build, especially under growth.
Is SaaS really risk-free? No: price increases, vendor lock-in and lack of ownership are risks to factor into the decision.
Can we start on SaaS then move to custom? Yes, a common strategy: validate needs on SaaS for 1-2 years, then build a tailored tool in-house.
How do I estimate my firm's switch point? We project your 5-year headcount, cumulative SaaS price and custom TCO: the intersection gives your switch point.
Does custom include maintenance? It is quoted separately (order of magnitude 12-15% of investment/year) covering fixes, changes and hosting.
Let's scope your project. Give us your current and projected headcount, your process specificity and budget, and we will compute your SaaS vs custom switch point. 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.
