The verdict in three sentences
For an office with 12 clerks, specialist vendor software remains the essential base for deeds, the register and regulated accounting, at 80 to 150 EUR per seat per month. The real profit lever is amicable debt recovery, where a custom module at 20,000 to 40,000 EUR excl. VAT automates reminders, payment plans and online payment. The right 2026 architecture combines both, linked through an API and electronic service of documents, with a 3-month timeline.
Specialist vendor or custom build: what you really pay
The sector's established vendors cover deed drafting, the register, client-money accounting and regulatory statistics. Their weak point: rigid amicable recovery, rarely a debtor portal, and add-on fees that stack up.
| Cost item (12-clerk office) | Specialist vendor | Custom module + vendor |
|---|---|---|
| Licence per seat per month | 80 to 150 EUR | 80 to 150 EUR (deeds stay with the vendor) |
| Annual licence cost (12 seats) | 11,520 to 21,600 EUR | 11,520 to 21,600 EUR |
| Advanced amicable recovery option | 1,500 to 4,000 EUR per year | Included in the module |
| Initial development | 0 EUR | 20,000 to 40,000 EUR excl. VAT |
| Debtor portal with card payment | Rarely available | Included |
| Module hosting and maintenance | 0 EUR | 250 to 600 EUR excl. VAT per month |
| Go-live time | 2 to 6 weeks | 3 months |
So custom software does not replace the vendor: it plugs in alongside, on the part that generates fees and where standard tools hit a ceiling. An office handling 3,000 amicable files a year for landlords, banks or telecom operators feels the difference immediately.
Scope of an amicable recovery module in 2026
The typical module is built in five blocks. Each has a cost and a measurable gain.
| Functional block | Indicative cost excl. VAT | Expected gain (2026 order of magnitude) |
|---|---|---|
| Creditor file import (CSV, API, EDI) | 3,000 to 6,000 EUR | 15 to 25 hours of data entry saved per month |
| SMS, email and letter reminder scenarios | 5,000 to 9,000 EUR | Amicable recovery rate +8 to +15 points |
| Debtor portal: payment plan and online payment | 6,000 to 12,000 EUR | 30 to 45% of payments with no phone call |
| Creditor dashboard and reporting | 3,000 to 7,000 EUR | Monthly reports generated in 5 minutes |
| Vendor connector + electronic service | 3,000 to 6,000 EUR | Switch from amicable to judicial with no re-keying |
Electronic service of documents, now common between professionals, must be built into the flow: when an amicable file fails, the module automatically sends the data to the vendor software to generate the deed and track its service. No re-keying, no risk of error on a name or amount.
Watch point: the module processes debtors' personal data. You need hosting in France or the European Union, access logging, documented retention periods and a GDPR impact assessment if volumes are significant. Budget 2,000 to 4,000 EUR for this compliance work.
A 3-month plan and success conditions
| Phase | Duration | Deliverable |
|---|---|---|
| Scoping with the partner and 2 lead clerks | 2 weeks | Map of reminder scenarios |
| Debtor portal mock-ups | 2 weeks | Mobile journey approved |
| Development and connectors | 6 weeks | Module in acceptance testing |
| Tests on 200 real files | 2 weeks | Fixes and training |
| Gradual go-live | 1 week | Rollout creditor by creditor |
The key factor: appoint a lead clerk available 4 hours a week during the project. Without one, business rules (fees, interest, applicable provisions) are poorly translated and the schedule slips.
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Mr Laurent, partner in a 12-clerk enforcement office in Lyon, handles 3,200 amicable files a year with an average claim of 1,400 EUR. His amicable recovery rate is 38%. He invests 32,000 EUR excl. VAT in a custom module, plus 400 EUR a month for maintenance.
Six months after go-live, the rate reaches 47%. Gain: 9 points × 3,200 files = 288 more files recovered. With average fees of 120 EUR per recovered file, the office earns 34,560 EUR more per year. Clerks also save 20 hours of data entry per month, worth roughly 7,200 EUR a year. Payback: just under one year.
FAQ
Should we drop our current vendor software?
No. The vendor remains the reference for deeds, the register and regulated accounting. The custom module complements it, for 20,000 to 40,000 EUR excl. VAT, and connects via API or file exports.
How much does a complete software stack cost for a 12-clerk office?
Vendor licences represent 11,520 to 21,600 EUR a year. Adding an amicable recovery module, the first-year budget is between 35,000 and 65,000 EUR excl. VAT, then falls back to 15,000 to 29,000 EUR a year.
Do debtors actually use the portal?
Yes, as long as it works on mobile. In 2026, 30 to 45% of debtors who receive an SMS link pay or accept a payment plan without calling the office, freeing several hours of switchboard time each week.
How is GDPR compliance handled?
Hosting in the European Union, encryption, access logging and automatic purging according to defined retention periods. This represents 2,000 to 4,000 EUR of the budget and must be planned from scoping.
Can we start with a smaller scope?
Yes. A first phase limited to file import and SMS reminders costs 10,000 to 15,000 EUR excl. VAT and ships in 6 weeks. The debtor portal can follow in a second phase.
Let's scope your project. Send us your amicable file volume, current vendor and priority creditors, and we will price a 20,000 to 40,000 EUR module deliverable in 3 months. 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.
