'What does that cost?' is the most frequently asked question in the first conversation. Understandable. Custom software has no price tag in the shop, and most agencies give no insight at all on their website. We don't think that's fair.
In this article we explain which factors determine the price of custom software, what you can realistically expect for different types of projects and what the total cost of ownership is including maintenance.
The three factors that determine price
Price in software development is determined by three things: scope (what should it do?), complexity (how complicated are the rules and integrations?) and lead time (how quickly do you want it?). The combination of these three determines how many hours are needed.
1. Scope
A portal for clients to track their orders is smaller in scope than a portal where clients can also pay, upload documents and see real-time status updates. Every extra feature adds hours. We help you determine what should and shouldn't be in the first version.
2. Complexity
Integrations with existing systems (your CRM, ERP, accounting software) are a major factor. An integration with a well-documented API takes on average two to four working days. An integration with a legacy system without an API can take three times as long.
3. Lead time
Building faster is more expensive if it requires extra people. At Voortware we work with one developer per project, which minimises overhead. The standard lead time is three to six weeks, depending on scope.
What does each type of project cost?
Below is an honest overview based on projects we've built:
- Simple integration or automation (e.g. data from form to CRM): €1,500 – €3,500
- Internal dashboard or reporting tool: €3,500 – €7,500
- Client portal (login, documents, statuses): €6,000 – €14,000
- Full quote system with AI generation: €5,000 – €12,000
- Complex workflow with multiple integrations and roles: €10,000 – €25,000
These are averages. Every project is different. But these ranges give you a starting point to assess whether an investment is feasible.
We work exclusively with fixed prices. No surprises afterwards, no running hourly bill. You know exactly what it costs upfront.
Don't forget total cost of ownership
The build price is one thing. But afterwards software also needs maintenance. Think of security updates for the underlying libraries, adjustments when your processes change, and hosting. At Voortware we always explain this upfront:
- Hosting: €20 – €80 per month, depending on scale
- Maintenance contract (optional): from €200 per month for updates and small changes
- Larger extensions: on request, again with fixed price
What does it deliver compared to standard packages?
Standard packages are cheaper to acquire but more expensive to use. You pay licence costs per user, per month, forever. And you adapt to the software, not the other way around. Custom software is an investment that pays for itself when it automates the right processes.
If a team member saves eight hours per week and their cost is €35 per hour, the saving is €14,560 per year. An investment of €8,000 in custom software then pays back in under seven months.