Short answer: a first useful internal application for one clearly defined process starts at EUR 2,500 excluding VAT at ČrtaIT. An indicative range is EUR 2,500 to 8,000 for a narrow process, EUR 8,000 to 20,000 for a system with several roles and integrations, and from EUR 20,000 for a portal with external users. These are scope based guide ranges, not a market average or a quote without prior process mapping.
Indicative ranges by application scope
In practice, custom applications for small and medium companies fall into three groups. The ranges below are scope guides, not fixed prices or an official average for the Slovenian market.
- One function, one process (EUR 2,500 to 8,000): a form, a register, status tracking, simple reports, a handful of users.
- Business system for a team (EUR 8,000 to 20,000): several roles and permissions, an approval workflow, integration with email or accounting software, change history.
- Platform with external users (EUR 20,000 and up): a portal for customers or partners, logins, payments, extensive integrations and higher security requirements.
Most companies I work with start in the first group. That's not a compromise, it's the most sensible way to test the investment in practice before scaling it up.
What the price is actually made up of
1. Number of user roles
An application for one role is significantly cheaper than an application where an administrator, a manager, a field worker and a customer each see different things. Every role means its own screen, its own rules and its own testing.
2. Complexity of the rules
Rules are the most expensive part, and the hardest to estimate at the start. Exceptions, discounts, priorities, deadlines and approvals often live in employees' heads rather than on paper. That's why they need to be documented first.
3. Integrations
Connecting to an existing system depends on whether that system offers a proper interface. When it doesn't, the cost of the integration can end up matching the cost of the application itself.
4. Migrating existing data
Data from Excel is rarely clean. Duplicate customers, different records of the same name, empty fields. Cleaning it is work that needs to be planned, not discovered a week before launch.
5. Reporting
A simple export is cheap. Reports that need to show data live by period, department and status require a different data design from the start.
Costs companies overlook
- hosting and the database, typically a few tens of euros a month for smaller applications
- backups and data recovery
- library updates and security patches
- onboarding staff and brief instructions
- refinements after the first months of use, which are practically always needed
An application isn't a one off purchase, it's a tool the company uses every day. A modest annual maintenance budget is cheaper than fixing a system that's been standing still for two years.
When the investment pays off
Annual manual process cost = monthly runs × minutes per run ÷ 60 × fully loaded hourly cost × 12.
Example: 80 runs a month × 15 minutes × EUR 25 per hour equals about EUR 500 a month or EUR 6,000 a year. Do not treat all of that as an automatic saving: estimate the share of steps the application genuinely removes, then compare the result with build and maintenance costs.
Also account for fewer errors, faster customer responses and data that is available immediately. The model is a decision aid, not a promise of payback within a fixed period.
What I need for an accurate estimate
- one concrete process from its input to its final result
- who uses the process and which decisions each role makes
- a sample spreadsheet, form, email or document currently in use
- the systems the application must exchange data with
- what must work in version one and what can wait
How long development takes
A clearly limited first useful version usually takes 1 to 3 weeks after the prototype has been approved. A broader system with more roles, integrations or modules takes longer and is split into phases. The timeline is confirmed only after mapping the process and checking access to external systems.
How to avoid the project getting more expensive halfway through
Projects become more expensive for three reasons, and all three are manageable.
- The process wasn't documented. Documenting it before development is the cheapest phase of the project and prevents the most surprises.
- The scope grows during development. Every new wish needs to be deliberately assigned to the first or second phase.
- No one in the company is responsible. You need one person who decides on the content and answers questions within days, not weeks.
How I work
I first document the process and prepare a proposal for the first phase with a clear scope and price. The first version solves the main problem, goes into use, and only then do we decide on upgrades. This way the company sees a result before committing the entire budget.
Related reading: business process automation, moving from Excel to an application and business system integrations. For a commercial overview, see custom internal application development; the starting price is on the pricing page.
Frequently asked questions
How much does a custom application cost in Slovenia?
A clearly limited first version starts at EUR 2,500 excluding VAT at ČrtaIT. Indicative scope ranges are EUR 2,500 to 8,000 for one process, EUR 8,000 to 20,000 for a system with several roles and integrations, and from EUR 20,000 for a portal with external users. A firm quote follows process mapping.
What has the biggest effect on the price?
The number of user roles, the complexity of the business rules, integrations with existing systems, migrating existing data and the type of reporting required.
Are there ongoing costs after the application is built?
Yes. Expect hosting and the database, backups, security updates, staff onboarding and refinements after the first months of use. A modest annual maintenance budget is normal.
How can I avoid the project getting more expensive halfway through?
Document the process before development starts, assign every new request to a clear phase, and make sure one person in the company is responsible for decisions and quick answers.
How long does the first version take to build?
One clearly limited first useful version usually takes 1 to 3 weeks after the prototype is approved. More roles, integrations, modules or untidy source data extend the timeline, so a broader system is divided into phases.