The verdict in three sentences
A custom client portal costing 42,000 EUR let a 25-person accounting firm in London save 12 hours per week and cut document collection time by 50 %. The return on investment lands in 14 months, after which the firm nets a recurring gain above 60,000 EUR per year. The lesson: in a document-heavy profession, a custom tool pays for itself through freed hours, not marketing promises.
The context and the quantified problem
Before the project, the firm burned huge amounts of time chasing clients for invoices, statements and supporting documents. Exchanges happened by email and USB stick, with manual re-keying into the production software.
| Indicator (before) | 2025 value |
|---|---|
| Staff | 25 |
| Active client files | 480 |
| Average document collection time | 12 days |
| Hours/week spent chasing documents | 18 h |
| Missing documents at closing | 22 % |
| Client satisfaction (NPS) | 41 |
| Average loaded hourly cost | 45 EUR |
The heaviest hidden cost was not the software but the 18 weekly hours of chasing valued at 45 EUR: roughly 42,000 EUR per year of unproductive time.
The investment and the gain, line by line
The portal built includes secure document upload, OCR, automated reminders, e-signature and a per-file progress dashboard.
| Line item | 2026 amount (EUR) |
|---|---|
| Scoping and UX | 6,000 |
| Custom portal development | 24,000 |
| Production software + OCR integration | 8,000 |
| Training and rollout | 4,000 |
| Total investment | 42,000 |
| Annual maintenance | 6,300 |
| Gain after 12 months | 2026 value |
| Hours saved/week | 12 h |
| Annual time gain (12 h x 45 EUR x 45 wks) | 24,300 EUR |
| Collection time | 6 days (-50 %) |
| Missing documents at closing | 7 % (-15 pts) |
| Client satisfaction (NPS) | 59 (+18 pts) |
| Files handled at constant headcount | +14 % |
The gain goes beyond hours: handling 14 % more files without hiring represents, at the firm's margin, an estimated additional revenue potential of 48,000 EUR per year (2026 order of magnitude).
Mini case study
Claire, managing partner of the London firm, thinks in net terms. Investment 42,000 EUR, maintenance 6,300 EUR/year. Direct time gain: 24,300 EUR/year. By month 14, cumulative gains (28,350 EUR over 14 months) exceed the investment. In year 2, the firm accumulates 24,300 EUR of freed time plus about 36,000 EUR of margin on new files, minus 6,300 EUR of maintenance, i.e. a net gain of around 54,000 EUR. Over three years, cumulative ROI exceeds 250 %.
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FAQ
How much does a client portal for an accounting firm cost in 2026?
Expect between 25,000 and 60,000 EUR depending on the number of integrations (production software, OCR, signature). This firm invested 42,000 EUR for a full scope.
How long until ROI?
Here, 14 months. For document-heavy firms, breakeven is usually 12 to 20 months depending on current chasing hours.
Do we need to rebuild the production software?
No. The portal connects via API to the existing tool. Integration cost 8,000 EUR and eliminates manual re-keying.
What maintenance budget should we plan?
Maintenance of 12 to 18 % of the investment per year, i.e. 6,300 EUR here, covering security, updates and support.
Does the portal really improve satisfaction?
Yes: +18 NPS points measured, driven by the end of forced chasing and real-time visibility on file progress.
Let's scope your project. Client portal, OCR, e-signature or integration with your production software: tell us your file volume and indicative budget, and we'll model the ROI. 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.
