Client extranet for a creative agency: cost in London in 2026

The verdict in three sentences

In a 45-person creative agency, client approvals by email are expensive: about 6 hours per project manager per week go into chasing, lost versions and meeting notes. A custom client extranet at 18,000 to 30,000 EUR before tax, delivered in 10 weeks, centralizes deliverables, comments, 2-click approvals and budget tracking. With 10 project managers at a loaded cost of 55 EUR an hour, the theoretical gain exceeds 150,000 EUR a year, which makes the decision simple.

Why off-the-shelf tools are not always enough

Many agencies start with a generic project management tool or a review platform. These work, but they impose their own logic, bill per user including clients, and do not connect to your budget tracking. The table compares options for a 45-person agency with 60 active clients.

A custom extranet pays off when the agency wants a branded client experience and a direct link between approvals, hours consumed and budget sold.

Scope and price of a client extranet

The figures below are 2026 estimates for a Paris, London or nearshore agency with an average day rate of 600 to 700 EUR before tax.

Google Workspace SSO removes password management for 45 staff and secures departures: an account disabled in Google instantly loses extranet access. Then budget 300 EUR before tax per month for maintenance and 80 to 150 EUR per month for GDPR-compliant European hosting.

The 10-week plan

Weeks 1 and 2: workshops with three project managers and one pilot client, mapping of the approval flow. Weeks 3 to 7: development in two-week iterations with demos. Weeks 8 and 9: migration of 10 active projects and testing with two clients. Week 10: go-live, 2-hour training and documentation. A pilot with a few clients avoids disrupting the whole agency at once.

Mini case study

Julien, operations director of a 45-person agency in Paris, manages 10 project managers. Each spends about 6 hours a week on email approvals, or 60 hours weekly. At a loaded cost of 55 EUR an hour over 45 working weeks, that is 148,500 EUR a year.

He picks a version at 24,000 EUR before tax, plus 3,600 EUR of annual maintenance. Even if the extranet recovers only half the expected time, 3 hours per project manager, the gain reaches 74,250 EUR a year. The project pays back in under 5 months, and timestamped approvals also reduce disputes over accepted versions. A London agency of the same size sees comparable numbers.

FAQ

How much does a client extranet for an agency cost in 2026?

Between 18,000 and 30,000 EUR before tax depending on modules, for 28 to 45 development days. Agencies of 30 to 60 people often land around 24,000 EUR.

Do our clients need to create an account?

No, they can receive a secure link valid for 30 days or sign in with their Google account. Approval is still timestamped and tied to their email address.

Can the extranet connect to our invoicing tool?

Yes, through an API for common tools, which usually adds 3 to 5 development days, or 2,000 to 3,500 EUR before tax.

Where is the data hosted?

In Europe, with a GDPR-compliant host, for 80 to 150 EUR per month. Large files go to European object storage.

How long until we are operational?

Ten weeks, including two weeks of pilot with real clients. A core version can be live in 7 weeks if the scope stays tight.

Let's scope your project. Describe your current approval flow and the number of project managers, and we will price a custom extranet with a 10-week plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.