The verdict in three sentences
Custom management software for an accounting firm costs a 2026 order of magnitude of 30,000-55,000 EUR, with annual maintenance of 15-20%. It makes sense when your production tools (Xero, Sage, Surf Accounts) fail to unify engagements, deadlines and client relationships. The return comes from data-entry time saved — 6 to 10 hours per week per staff member — and stronger deadline compliance.
What the budget covers
A firm-management tool is not a bookkeeping engine: it sits on top to orchestrate engagements, deadlines and documents. Here is the typical breakdown for a Dublin project in 2026.
| Module | Scope | 2026 range (EUR) |
|---|---|---|
| Engagement management | Tracking, staff allocation, time logged, tax calendar | 8,000 - 16,000 |
| Client portal + document upload | Secure space, uploads, automated reminders | 6,000 - 12,000 |
| Production-software connector | Sync with Xero/Sage (trial balances, entries) | 5,000 - 10,000 |
| Document management | Client/year tree, search, legal archiving | 5,000 - 9,000 |
| Partner dashboard | Engagement profitability, staff load, revenue forecast | 4,000 - 8,000 |
| Total project | 30,000 - 55,000 |
Annual maintenance (fixes, minor evolutions, hosting) runs 4,500-11,000 EUR/year, i.e. 15-20% of the build.
Custom vs vertical licence: the comparison
Vertical tools charge per seat. On a 20-person firm, the three-year gap is telling.
| Criterion | Vertical licence | Kolonell custom |
|---|---|---|
| Cost per user | 50-120 EUR/user/month | 0 EUR (no per-seat cost) |
| 3-year cost, 20 users | 36,000-86,400 EUR | 30,000-55,000 EUR + maintenance |
| Process customisation | Limited to vendor options | Full, matched to your workflow |
| Code ownership | No | Yes, code delivered |
| Business connector | Often paid/limited | Included, custom |
| Roadmap | Vendor-driven | Your priorities |
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Mini case study
Aisling, partner at an 18-person firm in Dublin, loses hours tracking engagements in spreadsheets. She invests 44,000 EUR in custom software. Each staff member saves 8 hours/week; across 18 people and 45 weeks, that is about 6,480 hours/year. Valued conservatively at 35 EUR/hour of internal cost, that is 226,800 EUR of recovered capacity per year — the tool pays for itself in under three months of gains, before compliance and client-satisfaction upside.
FAQ
What is the minimum starting budget? A useful core (engagement management + client portal) starts around 16,000 EUR. You then extend in batches, spreading the cost over two or three years.
Can we keep Xero or Sage? Yes. Custom software does not replace bookkeeping: it connects via API or export/import to avoid double entry. The connector is 5,000-10,000 EUR.
How long to deliver? Expect 4 to 7 months for the full scope, with a usable first version of the engagement module in 8-10 weeks.
Who owns the data and code? You do. Source code is delivered, data stays hosted in the EU (GDPR), and you are not locked into a per-seat subscription.
Is maintenance mandatory? Strongly recommended: 15-20%/year covers security updates, regulatory changes and support. Without it, the tool ages fast.
Let's scope your project. Tell us your headcount, current production software and top pain points; we'll price a 30,000-55,000 EUR scope tailored to your firm. 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.
