The verdict in three sentences
An accounting firm has two paths in 2026: a vertical SaaS solution at EUR 30-80 per employee per month, quick to deploy but rigid, or a custom module at EUR 25,000-70,000 that fits your processes exactly. Custom pays off once you exceed 12-15 staff or when your organisation falls outside market standards. Either way, an integrated client portal + document management + billing saves 6 to 10 hours per employee per month.
Vertical SaaS vs custom: the real 3-year cost
The SaaS sticker price is appealing, but the recurring subscription adds up. Here is the 2026 order of magnitude for a 15-person firm.
| Item | Vertical SaaS | Custom module |
|---|---|---|
| Upfront investment | EUR 3,000 (setup) | EUR 45,000 |
| Subscription / year | 15 × 55 × 12 = EUR 9,900 | 0 (hosting EUR 1,800) |
| Maintenance / year | included | EUR 6,750 (15%) |
| 3-year cost | ≈ EUR 32,700 | ≈ EUR 70,650 |
| Customisation | limited | full |
| Code ownership | no | yes |
Over three years SaaS stays cheaper for a standard firm, but custom wins as soon as you add staff or firm-specific workflows (farming files, holdings, non-profits).
The functional building blocks to scope
A modern practice tool revolves around four modules. Scope the perimeter precisely to avoid budget drift.
| Module | Key functions | Estimated saving |
|---|---|---|
| Client portal | document upload, e-signature, messaging | 3-4 h/month/staff |
| Document management | auto-filing, OCR, search | 2-3 h/month/staff |
| Billing | fees, engagement letters, reminders | 1-2 h/month/staff |
| Production tracking | tax deadlines, time spent, alerts | 1-2 h/month/staff |
Delivery time for a complete custom module is 8 to 16 weeks, depending on the number of integrations with your existing production tools.
Mini case study
Claire runs an 18-person accounting firm in Manchester. She chooses a custom module at EUR 52,000, delivered in 14 weeks. Each employee saves 8 hours a month thanks to the portal and document management, i.e. 18 × 8 = 144 hours monthly. At a loaded hourly cost of EUR 45, that is EUR 6,480 of recovered value per month, or EUR 77,760 a year. The project pays back in under 9 months, excluding gains in service quality and client retention.
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FAQ
How much does accounting practice software really cost in 2026?
Expect EUR 30-80 per employee per month for vertical SaaS, or EUR 25,000-70,000 for a custom module. The choice depends on firm size and how specific your processes are.
Is custom software genuinely worth it?
Yes, usually beyond 12-15 staff. Past that threshold the cumulative SaaS subscription exceeds the cost of a proprietary module over a 3-4 year horizon, while offering full customisation.
How long to deploy a client portal?
Between 8 and 16 weeks for a complete custom module, versus 2 to 4 weeks to configure a vertical solution. Custom requires a 2-3 week scoping phase.
Can I connect the software to my current production tool?
Yes, via API or connectors. Budget EUR 5,000-15,000 for integration depending on your production tool's API richness and the number of synced flows.
What time saving should I actually expect?
Between 6 and 10 hours per employee per month, mainly on document collection, filing and reminders. For a 15-person firm, that is 90 to 150 hours recovered every month.
Let's scope your project. Tell us about your firm (headcount, production tool, portal/DMS/billing scope) and an indicative budget: we quote SaaS vs custom side by side. 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.
