The verdict in three sentences
For a firm under 15 staff, an off-the-shelf solution at 25-60 EUR/user/month remains the rational choice: fast rollout, legal updates included. Beyond 15 staff or with highly specific production workflows, custom software at 35,000-70,000 EUR starts to pay off over 3 to 4 years. The real question is not purchase price but total cost over 5 years, maintenance and integration with accounting production included.
What practice management software covers
Practice management software does not do the bookkeeping: it drives engagements, time tracking, the document management system (DMS), the client portal and billing. It connects to the accounting production tool (Sage, Cegid and equivalents) via API or standardized export.
| Module | Off-the-shelf | Custom |
|---|---|---|
| Engagement management | Standard, limited config | Matched to your engagement letters |
| Time tracking | Included | Automated (reminders, alerts) |
| Compliant DMS | 5-15 EUR/user/month | Built in, no recurring surcharge |
| Client portal | Optional module | Under your brand |
| Profitability dashboard | Basic | Per engagement and per staff |
| Code ownership | No (tenant) | Yes (firm asset) |
The 2026 prices, plainly
Here are the orders of magnitude seen in early 2026 (estimate, excluding volume discounts).
| Item | Off-the-shelf | Custom |
|---|---|---|
| Cost per staff member | 25-60 EUR/month | — |
| 10-staff firm / year | 3,000-7,200 EUR | — |
| 25-staff firm / year | 7,500-18,000 EUR | — |
| Initial development | 0 EUR | 35,000-70,000 EUR |
| Annual maintenance | Included | 15-20% of build |
| Legal updates | Included | To contract in |
| Rollout time | 2-6 weeks | 3-5 months |
Over five years, a 25-staff firm pays 37,500 to 90,000 EUR in off-the-shelf subscriptions, versus 50,000 to 130,000 EUR for custom (build + maintenance). Custom wins when it removes manual tasks a vendor will never automate.
Mini case study
Marc, partner of a 22-staff firm in Nantes, pays 45 EUR/user/month, i.e. 11,880 EUR/year (142,560 EUR over 5 years with price inflation). His document chasing and time billing stay manual: he estimates 6 hours/week lost by 4 engagement managers, i.e. 24 h/week at a 55 EUR hourly cost = 68,640 EUR/year of non-billable admin time. A custom tool at 58,000 EUR + 10,000 EUR maintenance/year that cuts this time by 30% saves him 20,592 EUR/year: return on investment in a little over three years, plus code ownership.
FAQ
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Do we have to drop Sage or Cegid to go custom?
No. Custom handles the client relationship and steering; production stays on the accounting tool, connected by API or standardized import. You do not reinvent regulatory bookkeeping.
What is the real break-even point for custom?
Usually around 15 staff or as soon as a differentiating process wastes more than 15 h/week. Below that, off-the-shelf is unbeatable on time-to-value.
Is compliance guaranteed with custom software?
Yes if the spec requires it: compliant standardized export, EU hosting, encryption, access logging. Contract it from the quote stage.
How much is annual maintenance?
Budget 15 to 20% of development cost per year (fixes, enhancements, legal updates), i.e. 7,000 to 14,000 EUR for a 50,000 EUR build.
How fast are we operational?
2 to 6 weeks for off-the-shelf, 3 to 5 months for custom including data migration and staff training.
Let's scope your project. Tell us about your firm (headcount, current production tool, indicative budget, target timeline) and we will price the most profitable option. 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.
