The verdict in three sentences
For a 9-lawyer firm, an off-the-shelf licence at EUR 90 per lawyer per month (about EUR 9,700 a year) remains the cheapest option if it covers 80% of your needs. A custom build at EUR 25,000 to 55,000 is only justified if it recovers lost billable time, typically 30 minutes per lawyer per week. In that case break-even comes in under 12 months; otherwise it takes more than 4 years.
Off-the-shelf licence or custom: the 2026 comparison
Off-the-shelf practice management tools are solid on the basics (matters, calendar, billing). They become rigid as soon as your organisation leaves the standard path: hybrid fee agreements mixing flat fee and success fee, employment practices with dozens of similar claims, reporting per corporate client. The figures below come from a boutique firm in Bordeaux and translate directly to a similar firm in New York (USD amounts are close to EUR at 2026 rates).
| Criterion | Off-the-shelf licence | Custom software |
|---|---|---|
| Upfront cost | EUR 0 to 3,000 (data import, training) | EUR 25,000 to 55,000 |
| Annual cost for 9 lawyers | About EUR 9,700, rising 3 to 5% a year | Maintenance at 12 to 15%, i.e. EUR 3,000 to 8,250 |
| 5-year total cost | EUR 50,000 to 57,000 | EUR 37,000 to 88,000 |
| Hybrid fee agreements | Often handled outside the tool | Modelled: flat fee, hourly, success fee |
| Bulk matters (employment claims, collections) | Created manually one by one | Created in bulk from a template |
| E-filing connection | Depends on the vendor | Integration through a compatible connector |
| Ownership of data and code | Vendor contract | Code and data owned by the firm |
On licence savings alone, the gap does not justify a custom project for 9 lawyers. The maths changes once you count the billable time lost today.
What the software must cover, and at what price
Splitting the build into modules lets you start with what earns money, usually time tracking and billing.
| Module | Content | Budget | Timeline |
|---|---|---|---|
| Matters and contacts | Matter file, opposing parties, conflict checks | EUR 5,000 to 10,000 | 3 weeks |
| Time tracking | Timer or after-the-fact entry, from mobile and Outlook | EUR 5,000 to 10,000 | 3 weeks |
| Fee agreements | Templates per engagement type, e-signature, retainer tracking | EUR 4,000 to 9,000 | 2 weeks |
| Billing and reminders | Compliant invoices, retainers, automatic reminders, accounting export | EUR 5,000 to 12,000 | 3 weeks |
| E-filing connection and court calendar | Notifications linked to matters, procedural deadlines | EUR 3,000 to 8,000 | 2 weeks |
| Security and hosting | Local hosting, encryption, two-factor authentication, audit logs | EUR 3,000 to 6,000 | 2 weeks |
| Total | 6 modules | EUR 25,000 to 55,000 | 3 to 4 months |
Attorney-client privilege and hosting: non-negotiable requirements
Confidentiality obligations apply to every piece of data stored in the software. In practice: hosting with a provider in your jurisdiction, encryption at rest and in transit, two-factor authentication for every login, an access log, and a data processing agreement. Budget EUR 100 to 300 per month for hosting at this level. The development vendor must not access production data without written authorisation from the firm.
Mini case study
Maître Castaing, partner at a 9-lawyer employment and commercial firm in Bordeaux, bills at an average EUR 220 per hour. An audit shows each lawyer loses about 30 minutes of billable time per week (unrecorded time, employment claims rebuilt by hand, forgotten reminders).
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- Time recovered: 0.5 h × 9 lawyers × 45 weeks = 202 hours, i.e. EUR 44,550 a year.
- First-year cost: EUR 38,000 build + EUR 5,000 maintenance, minus EUR 9,700 of licences saved, i.e. EUR 33,300 net.
- Break-even: 33,300 / (44,550 / 12) = about 9 months. Without the time gain, it would take more than 5 years.
FAQ
From how many lawyers does custom software pay off?
As a rule from 8 to 10 lawyers, or earlier if the firm handles matters in bulk. Below 5 lawyers, a licence at EUR 60 to 90 per user per month is almost always cheaper.
Can we bring over history from our current tool?
Yes, through a CSV export or a database dump from the vendor. Importing 5 to 10 years of matters and invoices usually costs EUR 2,000 to 5,000.
Is custom software compatible with court e-filing?
Access to e-filing systems stays subject to the court's own rules and each lawyer's credentials. The software links incoming notifications to the right matter and creates deadlines, for EUR 3,000 to 8,000 depending on the connector.
What happens if the vendor disappears?
Source code and documentation are handed to the firm at every release. Another developer can take over, with a handover cost estimated at 10 to 15% of the initial budget.
How long until we are up and running?
The matters and time tracking modules can be live in 6 weeks. The full project takes 3 to 4 months with no interruption to the practice.
Let's scope your project. Send us your current setup and pain points: we assess whether custom pays off for your firm and price a scope between EUR 25,000 and 55,000. 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.
