The verdict in three sentences
When a case manager spends an hour a day answering where is my file, a secure client tracking portal becomes the firm's most profitable investment. In 2026, a custom portal with milestones, documents and secure messaging costs EUR 18,000 to 40,000 excl. VAT (about GBP 15,500 to 34,500), ships in 10 to 16 weeks and is hosted in the UK or EU for EUR 150 to 400 per month. The typical gain is 5 to 8 hours per week per case manager, with a clearly more professional image on the client side.
Three options for a client portal in 2026
Business services firms often hesitate between a SaaS client portal, a no-code tool and a custom build. Each option has its sweet spot.
| Criterion | SaaS client portal | No-code tool (Softr, Bubble) | Custom build |
|---|---|---|---|
| Setup cost | EUR 0 to 3,000 | EUR 5,000 to 15,000 | EUR 18,000 to 40,000 excl. VAT |
| Recurring cost | EUR 20 to 60 per internal user/month | EUR 100 to 500/month in licences | EUR 150 to 400/month hosting |
| Timeline | 1 to 3 weeks | 4 to 8 weeks | 10 to 16 weeks |
| Firm-specific milestones | Generic template | Partly | Fully |
| Internal tool integration (ERP, DMS, CRM) | Limited | Via connectors, fragile | Dedicated APIs |
| UK or EU hosting and strong authentication | Variable | Rarely guaranteed | Yes |
| Best fit | Under 50 active cases | Prototype or small team | Over 100 active cases, sensitive data |
For an engineering consultancy handling drawings, technical reports or client financial data, local hosting, access traceability and strong authentication often weigh more than the entry price.
Scope of an effective tracking portal
| Feature | Benefit | Share of budget |
|---|---|---|
| Case milestone timeline | Client sees progress without calling | 20 to 25% |
| Document area (upload and download) | No more lost email attachments | 15 to 20% |
| Secure per-case messaging | Centralised history, no more email threads | 15 to 20% |
| Strong authentication (2FA, magic link) | Security and UK GDPR compliance | 8 to 12% |
| Automatic notifications | Alert at each milestone | 8 to 10% |
| Case manager back office | One-click updates | 15 to 20% |
| E-signature (option) | Online approval of deliverables | 5 to 10% |
Calculating time saved
The gain is simple to compute: hours spent answering status requests multiplied by the internal hourly rate.
| Team size | Hours saved per week | Annual value (EUR 65/h loaded, 45 weeks) |
|---|---|---|
| 4 case managers | 20 to 32 h | EUR 58,500 to 93,600 |
| 8 case managers | 40 to 64 h | EUR 117,000 to 187,200 |
| 15 case managers | 75 to 120 h | EUR 219,000 to 351,000 |
These hours are not immediate cash savings: they turn into delivery capacity, meaning more cases handled without hiring.
Mini case study
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James, managing director of a building services engineering consultancy in London, employs 6 engineers following 140 active cases. Each receives an average of 9 status calls or emails per day, about 6 hours per week. The selected portal costs EUR 26,000 excl. VAT with e-signature, plus EUR 250 per month of hosting. After 3 months, status requests drop by 70%, freeing 4.2 hours per week per engineer, 25 hours for the team. At an internal rate of EUR 65 over 45 weeks, the freed capacity is worth EUR 73,700 per year. The firm absorbs 18 additional cases without hiring, and the project pays back in 4 to 5 months.
FAQ
Can the portal connect to our current tools?
Yes. Integration with the document management system, CRM or project tool (SharePoint, HubSpot, Pipedrive, Xero) represents EUR 3,000 to 8,000 excl. VAT depending on available APIs.
How do clients log in?
With email and password plus two-factor authentication, or with a magic link sent by email. For large accounts, Microsoft or Google SSO is possible for an extra EUR 2,000 to 4,000.
Where is the data hosted?
In the UK or EU, with an ISO 27001 certified provider, for EUR 150 to 400 excl. VAT per month including daily backups and access logs.
How long before go-live?
Allow 10 to 16 weeks: 2 weeks of scoping, 6 to 10 weeks of development, 2 to 4 weeks of testing with a few pilot clients.
What if our case milestones change?
Milestones are configurable in the back office per engagement type. Heavier changes are covered by a maintenance plan of EUR 200 to 600 per month.
Let's scope your project. Describe your case types, number of case managers and current tools: we will price a portal deliverable in 10 to 12 weeks, between EUR 18,000 and 30,000 excl. VAT. 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.
