The verdict in three sentences
Vertical practice software costs 30 to 90 CAD per seat per month: fast to deploy but rented forever, with no ownership of the code or workflow. A custom client portal billed 45,000 to 100,000 CAD once makes you the owner, integrates with your CRA filings, and frees 6 to 10 hours per seat per month. The right call depends on headcount: past 12 seats, custom often becomes cheaper over three years.
Rented vertical vs custom: the 3-year TCO
15-seat firm, assuming 60 CAD/seat/month for vertical (2026 order of magnitude).
| Line item | Vertical suite | Custom portal |
|---|---|---|
| Licences year 1 | 10,800 CAD | 0 CAD |
| Initial build | 0 CAD | 70,000 CAD |
| Licences year 2 | 10,800 CAD | 0 CAD |
| Licences year 3 | 10,800 CAD | 0 CAD |
| Maintenance/hosting 3 yrs | included | 15,000 CAD |
| Code ownership | No | Yes |
| 3-year TCO | 32,400 CAD | 85,000 CAD |
| 5-year TCO (projection) | 54,000 CAD | 95,000 CAD |
The vertical wins on three years, but the gap narrows fast and custom absorbs headcount growth with no extra licence cost.
Hours saved per process
Custom is justified less by price than by the time it returns on low-value tasks.
| Process | Before (h/mo) | After portal | Saved |
|---|---|---|---|
| Client document collection | 22 h | 6 h | 16 h |
| Chasing missing documents | 14 h | 2 h | 12 h |
| Bank reconciliation entry | 30 h | 12 h | 18 h |
| Filing review (workflow) | 10 h | 4 h | 6 h |
| Firm reporting | 8 h | 2 h | 6 h |
| Firm total | 84 h | 26 h | 58 h |
At a loaded hourly cost of 65 CAD, 58 hours saved are worth 3,770 CAD per month, over 45,000 CAD per year.
Mini case study
David, a partner at a 15-seat accounting firm in Toronto, is weighing options. The vertical would cost 10,800 CAD/year. He chooses a custom client portal at 70,000 CAD (document management, upload, review workflow, CRA integration). With 58 hours saved per month valued at 65 CAD, he recovers 45,240 CAD/year. Payback: the portal is repaid in 19 months, then generates recurring net savings with no software rent that climbs with each hire.
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FAQ
Should we drop our vertical suite entirely for custom?
Rarely in full: production accounting often stays on the vertical, while custom handles the client portal, document management and workflows. An API connector links the two to avoid double entry.
How long to build an accounting client portal?
Budget 10 to 16 weeks for a V1 (uploads, document management, review, notifications), depending on integrations. A CRA integration adds 2 to 4 weeks.
Is custom software PIPEDA-compliant and confidential?
Yes, with Canadian/regional hosting, encryption at rest and granular access rights. The spec must build in access traceability from the start.
What annual maintenance budget should we plan?
Roughly 12 to 18% of the build cost per year covers hosting, fixes and small changes, i.e. 8,000 to 12,000 CAD for a 70,000 CAD portal.
At what headcount does custom pay off?
Usually past 12 seats, when cumulative vertical licences exceed the amortisation of an owned tool. Below that, vertical SaaS is often more efficient.
Let's scope your project. Accounting client portal, document management and review workflow with CRA integration, indicative budget 45,000 to 100,000 CAD, V1 in 10 to 16 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.
