The verdict in three sentences
A practice management platform is judged on three axes: engagement pilotage, time tracking and billing, not on feature count. Below 12 staff, a generalist SaaS at 30-90 EUR/user/month almost always suffices; beyond that, or with specific processes, custom at 40,000-100,000 EUR becomes profitable. The right question isn't "how much does it cost" but "how many billable hours do I recover per staff member per month".
Generalist SaaS or custom platform: the 2026 grid
The market offers two tool families. SaaS editors (billed per user) cover 80 % of standard needs. Custom is justified when the firm has an atypical organisation, wants a branded client portal, or must integrate tightly with its production engine.
| Criterion | Generalist SaaS | Custom |
|---|---|---|
| Entry cost | 30-90 EUR/user/month | 40,000-100,000 EUR |
| 10-user cost over 3 years | 18,000-32,000 EUR | 40,000-100,000 EUR + maintenance |
| Time to launch | 2-6 weeks | 3-6 months |
| Personalisation | Limited to options | Total |
| Branded client portal | Rare | Yes |
| Code ownership | No | Yes |
| Evolution | Editor roadmap | Firm-driven |
The modules that make the difference
A firm doesn't pay for software, it pays for time returned. Here is the quantified impact of key modules, a 2026 order of magnitude for a 10-person firm.
| Module | Concrete benefit | Estimated gain / month |
|---|---|---|
| DMS / auto-filing | End of document hunting | 4-8 h per staff member |
| Time tracking | Reliable rebilling | +5-8 % billed revenue |
| Automated billing | No more forgotten invoices | 2-4 h / month partner-side |
| Client portal | Fewer email round-trips | 6-12 h / month firm-wide |
| Engagement dashboard | Overrun detection | +10 % engagement profitability |
| Automated reminders | Reduced DSO | -15 days payment delay |
Mini case study
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Sophie, partner of a 9-staff firm in London, weighs a SaaS at 65 EUR/user/month (7,020 EUR/year) against a custom platform at 55,000 EUR. The custom build integrates her client portal and automates billing, recovering an average 5 h/month per staff member. At an average billed rate of 75 EUR/h, 9 staff x 5 h x 11 months = 495 h, or 37,125 EUR of recoverable production per year. The custom investment pays back in under 18 months, then yields a positive differential each year, with code and data remaining her property.
FAQ
What minimum budget to start in 2026? Plan 30-90 EUR/user/month in SaaS, roughly 4,000-11,000 EUR/year for 10 people. Custom starts around 40,000 EUR for an engagements + time + billing scope.
At what size does custom pay off? Generally beyond 10-12 staff, or as soon as a specific process (branded portal, production integration) creates a durable competitive edge.
Does it integrate with my production tool? Yes, via API or EDI. Secure this at scoping: production integration often accounts for 15-25 % of a custom project's budget.
How long to go live? 2-6 weeks for SaaS, 3-6 months for custom including data migration and staff training.
Who owns data and code? In SaaS, the editor hosts and you rent; in custom, code and data belong to you, a firm valuation asset.
Let's scope your project. Tell us your headcount, priority modules (DMS, time, billing, portal) and indicative budget: we frame SaaS vs custom with no jargon. 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.
