If you're searching for "custom software price", you probably want a simple answer. Here it is: **serious custom software rarely costs less than €15,000 to €25,000 for a useful V1**, and can exceed **€100,000 to €300,000** once it involves multiple user roles, integrations...
If you are searching for "custom software price", you probably want a simple answer. Here it is: serious custom software rarely costs less than €15,000 to €25,000 for a useful V1, and can exceed €100,000 to €300,000 as soon as it involves multiple user roles, business integrations, advanced security, data migration, or AI.
But the real issue isn't just "how much does development cost". It's: what budget should you plan for to get a tool that is actually used, maintainable, and profitable. A very low quote can hide an incomplete scope. A high quote can be justified if the project replaces recurring hours of work, secures a critical process, or becomes a commercial lever.
This article gives you concrete benchmarks to estimate the price of custom software in 2026, understand the cost centers, and avoid unpleasant surprises.
The ranges below are indicative for business web projects in France or Europe, excluding taxes. They vary according to the expected level of finish, integrations, data availability, business complexity, and the team's seniority level.
Project type | Realistic V1 budget | Typical timeframe | Typical example |
|---|---|---|---|
Simple internal tool | €10,000 to €30,000 | 2 to 6 weeks | Dashboard, business form, task tracking, mini back-office |
Business automation with interface | €20,000 to €60,000 | 4 to 10 weeks | Quote workflow, document generation, CRM/ERP synchronization |
Custom business application | €40,000 to €120,000 | 2 to 4 months | Client portal, operational tool, multi-user management platform |
Complex web platform | €100,000 to €300,000+ | 4 to 9 months | Marketplace, business SaaS, advanced client area, multi-module product |
Integrated AI feature | +€15,000 to €100,000+ | 2 to 12 weeks | Document assistant, RAG chatbot, scoring, intelligent extraction |
An €8,000 project can exist, but it is often a prototype, a very limited no-code tool, or development with no margin for testing, security, documentation, and maintenance. Conversely, a €150,000 project is not necessarily excessive if the tool replaces several software programs, reduces a significant operational cost, or structures a growing business.
The right question to ask is therefore not: "What is the minimum price?" but rather: "What is the minimum budget to deliver a first version that creates value without generating dangerous technical debt?"
Two software applications might look similar on a mockup, but cost three times as much to develop. The difference often hides in business rules, data, access rights, integrations, and edge cases.
A "simple client portal", for example, can mean:
A space where a client logs in and downloads their documents.
A portal connected to the CRM, billing, support, and a notification system.
A platform with multiple roles, action histories, internal validation, payment, reporting, and bidirectional synchronization.
The project name is identical. The cost is not.
Every feature adds time for design, development, testing, and maintenance. A seemingly simple feature can become expensive if it has many variations.
Example: "generate a quote" can include a form, a calculation rule, a PDF export, and an email dispatch. But it can also include discounts, versions, validations, product catalogs, taxes, multiple languages, an electronic signature, and CRM synchronization.
To control the price, you must distinguish three levels:
Level | Objective | Budget impact |
|---|---|---|
Must-have | Essential for the V1 to be useful | To be funded from the start |
Should-have | Important, but temporarily bypassable | To be planned after usage validation |
Later | Comfort, optimization, edge case | To be postponed after initial feedback |
It is often this discipline that makes the difference between a €45,000 V1 and a vague €120,000 project.
Integrations are one of the biggest factors in price variation. Connecting custom software to HubSpot, Salesforce, Pennylane, Stripe, Airtable, Google Workspace, Slack, an ERP, or an internal tool can be simple if the APIs are clean. It can become much more time-consuming if the data is inconsistent, rights are poorly defined, or the systems are outdated.
A basic integration can cost a few days of work. A robust, bidirectional synchronization with error handling, logs, queues, and reconciliation rules can take several weeks.
To estimate properly, always ask:
What data needs to be read, written, or synchronized?
What is the source of truth?
What happens if a synchronization fails?
Do we need to manage history, duplicates, or conflicts?
Who has the right to view or modify each piece of data?
These questions are less visible than an interface, but they determine a large part of the budget.
An internal tool used by 8 people doesn't need the same level of design as a commercial SaaS sold to external clients. However, user experience remains important in both cases: a poorly designed tool will be bypassed, even if it works technically.
Design can include: user workshops, user journeys, wireframes, Figma prototype, design system, user testing, responsive design, and accessibility. The more the tool is exposed to clients or a large number of users, the more this area deserves to be reinforced.
For an internal product, you can often aim for a clear, efficient, and sober interface. For a client portal or a SaaS, you generally need to invest more in onboarding, empty states, error messages, visual consistency, and perceived quality.
As soon as software processes personal, financial, HR, commercial, or medical data, security requirements must be integrated from the start. GDPR is not optional, and the CNIL reminds us of the principles of data protection by design.
Areas to plan for can include authentication, role management, activity logs, encryption, backups, data deletion, exports, consent management, permission audits, or security testing.
An internal tool with a single user role costs less than a platform with administrators, managers, clients, partners, service providers, and granular rights per organization.
Adding AI to custom software doesn't just mean calling a model API. A reliable AI feature often involves scoping, clean data, guardrails, testing, observability, and usage cost management.
For example, an assistant that answers based on your internal documentation might require: document ingestion, chunking, indexing, semantic search, citations, permissions, a feedback interface, response monitoring, and an anti-hallucination protocol.
If you are considering this type of project, you can consult our guide on enterprise AI integration with API, RAG, and agent patterns. The important thing is not to fund "AI" in general, but a measurable capability: reducing response time, accelerating document processing, qualifying requests, or making internal search more reliable.
A serious quote should not be limited to a single "application development" line. It must make the major phases of the project and the associated deliverables visible.
Area | Frequent budget share | What you are really buying |
|---|---|---|
Product and business scoping | 5 to 15% | Objectives, V1 scope, priorities, KPIs, risks, acceptance criteria |
UX/UI and functional design | 10 to 20% | User journeys, mockups, business logic, prototype, user experience |
Architecture and technical foundation | 10 to 20% | Technical choices, database, security, code structure, scalability |
Functional development | 35 to 55% | Screens, workflows, business rules, back-office, APIs |
Integrations and data | 10 to 30% | Tool connections, imports, synchronization, data migration, error handling |
Testing, QA, and production release | 10 to 20% | QA, fixes, deployment, monitoring, documentation, go-live |
Adoption and post-launch improvement | Variable | Training, support, adjustments, prioritizing the next steps |
These percentages don't always add up neatly, as some areas overlap. But they help spot an unbalanced quote. If a provider budgets almost nothing for scoping, testing, or production release, the risk is often shifted onto you.
To delve deeper into this point, we have also detailed the hidden costs of custom software development.
Let's take an SME that wants to replace Excel tracking and email exchanges with an internal customer request management tool.
The V1 need:
Secure login for employees.
Creation and tracking of requests.
Statuses, priorities, and assignment.
Email or Slack notifications.
Simple dashboard.
CSV export.
CRM integration.
Action history.
Administration back-office.
A realistic budget for this V1 can range between €35,000 and €80,000, depending on the quality of the business rules, the CRM integration, and the expected level of finish. If we add an external client portal, advanced rights, historical data migration, and an AI assistant that suggests answers, the budget can instead shift to between €80,000 and €150,000.
The difference doesn't come from "overcharging". It comes from moving from a relatively controlled internal tool to a more exposed, more connected, and riskier platform.
The cost of custom software doesn't stop at launch. You must plan for the total cost of ownership, or TCO, over 12 to 36 months.
Recurring costs can include:
Hosting, databases, storage, and backups.
Monitoring, alerts, and logs.
Corrective maintenance.
Security updates.
Functional evolutions.
User support.
Third-party API costs.
AI inference costs if the software uses models.
Documentation and training for new users.
A prudent rule is to budget 15 to 25% of the initial budget per year for maintenance, fixes, and minor evolutions. For critical or rapidly evolving software, this ratio can be higher.
Example: for a €60,000 V1, an annual run and evolution budget of €9,000 to €15,000 is often more realistic than a €0 budget. If the tool becomes central to your business, you may need to plan a monthly envelope for product management and continuous improvement.
The billing model strongly influences project risk. No model is perfect. The right choice depends on your maturity, the level of uncertainty, and your ability to prioritize.
Model | Advantages | Limitations | When to use it |
|---|---|---|---|
Fixed price | Framed budget, visibility, commitment to deliverables | Less flexible, requires a clear scope | Well-defined V1, controlled risk |
Time and materials | Flexibility, rapid adaptation | Risk of drift if management is weak | Exploratory project, mature product team |
Phased fixed price | Reduces risk, allows step-by-step decisions | Requires regular governance | Scoping, V1, then iterations |
Subscription or retainer | Continuity, maintenance, continuous improvement | Requires clear monthly objectives | Living product, frequent evolutions |
For an SME or a scale-up, the healthiest model is often a short scoping fixed price, followed by a V1 fixed price with a prioritized scope, and then a monthly envelope for run and evolutions. This avoids signing a large, vague project too early.
A custom software price also depends on the profile of the people involved. A solo developer can move fast on a prototype. But a reliable product often requires multiple skills: product, UX/UI, front-end development, back-end development, architecture, integration, QA, security, and management.
In 2026, depending on the seniority level and the type of provider, we often observe indicative Daily Rates (ADR) around:
Profile | Indicative Daily Rate | Role in the project |
|---|---|---|
Junior or mid-level freelance developer | €350 to €650 / day | Development of scoped features |
Senior developer | €600 to €900 / day | Application architecture, critical code, integrations |
Product manager or UX/UI designer | €500 to €900 / day | Scoping, user journeys, prioritization, mockups |
Architect or tech lead | €700 to €1,200 / day | Technical choices, scalability, security, quality |
Product and tech agency | €700 to €1,100 / day team average | Full delivery, coordination, continuity, project responsibility |
These figures are not enough to compare two quotes. A lower ADR can cost more if the project takes twice as long, if documentation is missing, or if the code has to be rewritten. Conversely, a more expensive but better-structured team can reduce risk, deliver faster, and avoid rewrites.
Reducing the budget doesn't mean looking for the cheapest provider. The best approach is to reduce uncertainty, simplify the V1, and focus effort on the features that truly create value.
Here are the most effective levers:
Start from a measurable business problem: time saved, errors reduced, revenue accelerated, customer satisfaction, processing time.
Limit the V1 to a complete user journey: better a perfectly usable key flow than five unfinished modules.
Reuse existing building blocks: authentication, payment, CMS, CRM, emailing, analytics, UI components.
Postpone edge cases: if a rule affects 2% of situations, it can sometimes be handled manually at launch.
Integrate real users early: weekly feedback avoids developing useless features.
Document decisions: source of truth, roles, acceptance criteria, data, V1 limits.
Custom does not mean rebuilding everything. In many cases, the best solution is hybrid: existing SaaS for standard functions, automations for simple flows, custom development for the differentiating core business.
A very low quote can be interesting for a disposable prototype, but dangerous for a business tool meant to last. Certain signals should alert you.
Signal | Why it's risky |
|---|---|
No scoping phase | The provider is likely quoting based on an incomplete understanding |
No testing budget | Bugs will be discovered by your users |
No mention of security or GDPR | High risk if personal data is processed |
No documentation | Strong dependence on the provider or initial developer |
No assumptions on integrations | APIs and data can blow up the budget |
Quick demo without architecture | The prototype might be impressive but not scalable |
"All-inclusive" delivery with no limits | The actual scope is not controlled |
A good quote must explicitly state what is included, what is excluded, assumptions, client responsibilities, acceptance criteria, and the change management method.
The clearer your request, the more reliable the price will be. Before contacting an agency or a freelancer, prepare a simple one- to two-page brief.
It should contain:
The business problem to solve.
The users involved.
The current workflow.
Current pain points and costs.
The essential features of the V1.
The tools to connect.
The data to import or synchronize.
Security and compliance constraints.
Success KPIs.
The desired deadline.
The target budget or acceptable range.
Indicating a target budget is not a weakness. It allows the provider to propose the best possible scope within your constraints. Without a budget, you risk receiving incomparable quotes: one for a prototype, the other for a robust platform, without it being clearly visible.
If you want to structure this step, our guide on creating custom software, steps, deadlines, and deliverables can help you frame the expected deliverables.
To get an initial estimate, you can use a three-layer logic.
Layer | Question | Typical budget |
|---|---|---|
Foundation | Authentication, roles, database, architecture, deployment | €10,000 to €30,000 |
Business functional | Workflows, screens, rules, back-office, exports | €20,000 to €100,000+ |
Additional complexity | Integrations, data migration, AI, advanced security, multi-tenant | €10,000 to €150,000+ |
Next, ask an ROI question: if the software costs €70,000 and saves 40 hours a week for a team, or accelerates a revenue-generating sales process, the project can be profitable quickly. If usage is rare, vague, or unmeasurable, even €20,000 can be too expensive.
The right price is the one that corresponds to an expected value, a controlled risk, and a testable first version.
What is the minimum price for custom software? For a useful V1, rarely plan for less than €15,000 to €25,000. Below that, it is often a prototype, a limited no-code tool, or a very restricted scope.
How much does a custom business application cost for an SME? A serious business application often ranges between €40,000 and €120,000 for a first version, depending on the features, integrations, user roles, and expected security level.
Why does custom software cost more than a SaaS? A SaaS pools its costs across many clients. Custom software funds a solution tailored to your processes, your data, and your integrations. It becomes relevant when standard software does not cover a critical or differentiating need.
Should you choose fixed price or time and materials? For an SME, a phased fixed price is often more secure: scoping, V1, then iterations. Time and materials is better suited if you have strong product maturity and internal capacity to manage the backlog.
What budget should be planned after production release? Often plan for 15 to 25% of the initial budget per year for maintenance, fixes, hosting, updates, and minor evolutions. A critical or highly evolvable product may require more.
Does AI increase the price a lot? Yes, if it is integrated reliably. A simple API can be quick to test, but an AI feature in production requires data, guardrails, testing, monitoring, and control over usage costs.
The price of custom software cannot be guessed from a list of features. It is built from a business objective, a V1 scope, a suitable architecture, realistic integrations, and a production release plan.
Impulse Lab supports SMEs and scale-ups in the scoping, development, and integration of custom web and AI platforms: opportunity audits, process automation, connection to your existing tools, team training, and short-cycle delivery.
If you want to transform an idea into a reliable budget, start with scoping. You will know what needs to be developed now, what needs to be postponed, what risks to anticipate, and what envelope to plan for to get a truly useful V1.
Our team of experts will respond promptly to understand your needs and recommend the best solution.
Got questions? We've got answers.
Leonard
Co-founder
