How much does custom software cost in Québec? What really drives the price

"How much will it cost?" It's the first question almost every business leader asks when considering custom software, and rightly so. The honest answer is "it depends," but not in a mysterious way: the price depends on specific factors you can understand and control. Here's how to think about it, so you arrive at the first meeting with the right expectations.

The order of magnitude

At Synergice, a focused internal tool (for example, an application that replaces a shared Excel file or an aging Access database, with a few screens, users and reports) typically starts around $15,000. A more complete platform, with several modules, a client portal or many integrations, is planned in phases: each phase has its own scope and fixed price, and you decide on the next one once you've seen the previous one working.

Beware of both extremes: a very low price quoted without any analysis often hides surprises, and a huge budget requested up front to "do everything" increases the risk. A well-run project starts small, delivers fast and grows with your needs.

The 6 factors that drive the price

1. Functional scope

The number of screens, business rules and user types is the first factor. An application with three roles (employee, manager, administrator) and approval workflows takes more work than a simple shared register. Best practice: separate the essentials from the nice-to-haves, and deliver the essentials first.

2. Integrations

Connecting to your accounting software, payroll system, Microsoft 365, an ERP or a partner's API is often what creates the most value, but also what requires the most analysis. A well-documented integration takes a few days; an old system with no API can take more effort.

3. Data migration

Is your current data clean? Migrating 15 years of history from an Access file or several inconsistent spreadsheets requires cleanup, validation and testing. It's an often underestimated line item.

4. Security and compliance

An application that handles personal information must comply with Québec's Law 25: access control, logging, encryption, appropriate hosting, a privacy impact assessment. It isn't a luxury; it's what protects you from a costly incident. This work is included in any serious project, and it's a good question to ask any vendor.

5. User experience

Software nobody enjoys using ends up abandoned. Planning mock-ups, regular demos and adjustments based on user feedback costs a little up front, but it's what guarantees adoption.

6. Hosting and maintenance

Software lives on after delivery: security updates, new platform versions, small improvements, backups. Plan an annual maintenance budget or a monthly hour bank rather than discovering these needs in an emergency.

The hidden costs of doing nothing

Comparing the price of software to zero is a mistake: the current situation already costs something. A few useful questions:

• How many hours a week do your teams spend re-entering, consolidating or correcting data?
• How much does a billing error or a forgotten order cost you?
• What happens if the only person who understands the Excel file leaves?
• How many clients or opportunities do you lose for lack of up-to-date information?

If a tool saves a team 10 hours a week, the savings often exceed the project's cost within one or two years, not counting the errors avoided.

How the ESSOR program can lighten the bill

Investissement Québec's ESSOR program supports the digital transformation of SMEs with 250 employees or fewer and revenue of at least $2.5 million. Under its 2025-2027 framework:

• component 1B funds 50% of a digital assessment and digital plan, up to $20,000;
• component 1C funds 50% of implementing that plan, up to $50,000, including fees paid to outside firms, provided the application is filed within 24 months of the plan.

The current framework ends on March 31, 2027, and expenses incurred before the application is filed aren't eligible. Criteria can change, so always confirm your eligibility with Investissement Québec. Our team prepares the technical documents for the application with you.

How to get a reliable price

1. Describe the problem, not the solution: "we lose two days a month consolidating timesheets" is more useful than "we need a portal."
2. Start with a fixed-price assessment: a few days of analysis produce a roadmap and a costed budget before any commitment.
3. Ask for a price per phase rather than one overall figure for a months-long project.
4. Check what's included: testing, documentation, training, warranty, hosting, maintenance.

Have a project in mind? Talk to our team or ask our AI assistant: we reply within one business day. To go further, read replacing Access or Excel with a real application.