The verdict in three sentences
For a vocational training provider in London with 1,200 learners, running enrolments, fees, timetables and certificates in separate files costs real money in unpaid fees, double entry and certificates issued late. Custom management software with online fee payment, a learner portal and automatic certificate generation sits between 6,100 and 10,670 EUR on the Kolonell grid (4 M to 7 M FCFA). It is delivered in 10 weeks, with maintenance at 110 EUR a month on the Standard level.
What separate files really cost
For a provider of this size in London, self-funded and employer-funded course fees run in 2026 around 2,000 to 6,000 GBP per learner per year depending on the programme (order of magnitude). A late payment rate of 15 to 25% is common when reminders are manual.
| Area | Current file-based management | Custom software |
|---|---|---|
| Enrolments | Paper form re-keyed, 20 minutes per file | Online form, attachments, 5 minutes |
| Fee tracking | Spreadsheet per programme, rough balances | Payment plan per learner, real-time balance |
| Fee payment | On-site desk, queues | Card, direct debit, automatic receipt |
| Reminders | Case-by-case calls | Automatic email and SMS at D-3, D+7, D+15 |
| Timetables | One file per room, frequent clashes | Rooms and trainers planned without clashes |
| Certificates and transcripts | Drafted one by one, 2 to 3 weeks | PDF generated with a verification QR code |
| Reporting | Manual quarterly report | Dashboard per programme and cohort |
Typical scope and budget
Budget depends on the number of programmes, how complex payment plans are (bursaries, employer funding, partial payments) and integrations.
| Module | Key functions | Share of budget (6,100 to 10,670 EUR) | Timeline |
|---|---|---|---|
| Enrolment and records | Online form, documents, approval | 15% | 1.5 weeks |
| Fees and payments | Payment plans, card, direct debit, receipts | 25% | 2.5 weeks |
| Learner portal | Grades, attendance, documents, payments | 20% | 2 weeks |
| Timetables | Rooms, trainers, groups, alerts | 15% | 1.5 weeks |
| Certificates and transcripts | PDF templates, signature, QR code | 10% | 1 week |
| Dashboards and exports | Collections, headcount, accounting export | 15% | 1.5 weeks |
After delivery, Kolonell maintenance costs 50, 110 or 180 EUR a month depending on the level. Compare that with education management platforms often billed at 2 to 6 GBP per learner per month (market estimate), that is 28,800 to 86,400 GBP a year for 1,200 learners, and with London agencies quoting 50,000 to 120,000 GBP for a comparable build (market estimate).
Mini case study
Illustrative example: Priya, director of a vocational training provider in London, 1,200 learners, 9 programmes, average fees of 3,200 GBP a year.
| Indicator | Before | After one year (assumption) |
|---|---|---|
| Learners behind on payments | 22% | 9% |
| Unpaid fees at year end | 6% of fees | 2.5% of fees |
| Certificate issuing time | 3 weeks | 48 hours |
| Admin time per intake | 400 hours | 100 hours |
Calculation: on 3.84 M GBP of annual fees, cutting unpaid fees by 3.5 points means 134,400 GBP more collected. For a project around 8,400 EUR and about 1,320 EUR of annual maintenance, the software pays for itself in the first intake, before counting the 300 admin hours freed up.
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FAQ
Can learners pay online in instalments?
Yes, card payment and direct debit are built in, with receipts sent by email. Payment processor fees usually run around 1.5 to 2.5% per transaction.
Can certificates be forged?
Each certificate carries a QR code linking to a verification page on your site. An employer can check authenticity in 10 seconds.
Can we import previous years' data?
Yes, importing spreadsheets for the last 2 to 3 cohorts is part of the standard scope. It takes about a week.
Does the learner portal work on any phone?
It is mobile first and lightweight, under 1 MB per page. No app installation is needed.
When should we start?
Plan 10 weeks of development plus 2 weeks of testing. For a September intake, scoping should start in May at the latest.
Let's scope your project. Tell us your learner numbers, programmes and next intake date: we price a scope between 6,100 and 10,670 EUR delivered in 10 weeks. 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.
