The verdict in three sentences
Generalist market suites work fine as long as you accept their review process, their client portal and their document management. The moment you want to industrialise document collection, automate review and differentiate your client relationship, custom development between 45,000 and 90,000 EUR takes back control. The tipping point sits around 15 staff members or a client portal that becomes a sales argument.
Off-the-shelf or custom: the real trade-off
A 20-person firm paying 90 EUR/user/month already spends 21,600 EUR a year on licences, before add-on modules. Custom isn't only about cost: it's about owning your workflows and your client data.
| Criterion | Off-the-shelf | Custom development |
|---|---|---|
| Entry cost | 40 to 120 EUR/user/month | 45,000 to 90,000 EUR once |
| Annual cost (20 users) | 9,600 to 28,800 EUR | Maintenance 8,000 to 15,000 EUR |
| Client portal | Standard, not customisable | 100% your brand and process |
| Review workflow | Fixed | Matched to your control points |
| Code ownership | No | Yes |
| Time to launch | 2 to 6 weeks | 12 to 20 weeks |
The functional scope that really matters
A high-performing firm platform is judged on four modules: the collection portal, indexed document management, the review workflow and integration with your production tools (billing, payroll).
| Module | Content | 2026 range (EUR) |
|---|---|---|
| Client portal + document collection | Upload, auto reminders, OCR | 12,000 to 20,000 |
| Indexed document management + search | Auto filing, full text | 8,000 to 16,000 |
| Review workflow | Cycles, control points, validation | 10,000 to 22,000 |
| Integrations (billing, payroll, bank) | API, automated imports | 8,000 to 18,000 |
| Engagement + profitability reporting | Time-spent dashboards | 6,000 to 12,000 |
Allow 12 to 20 weeks for a first scope in production, then quarterly iterations.
Mini case study
Claire runs a 22-person accounting firm in Nantes. Previously, collecting client documents took on average 6 hours per file per year, across 180 files, i.e. 1,080 hours at a loaded cost of 45 EUR, or 48,600 EUR a year. With a collection portal automating reminders and OCR, she cuts that time by 50%, saving 24,300 EUR a year. On a custom investment of 70,000 EUR, the return is achieved in under three years — not counting the ability to handle more files at constant headcount.
FAQ
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How much does custom accounting firm software cost in 2026?
Expect 45,000 to 90,000 EUR for a full scope (portal, document management, review, integrations). A first targeted module, such as the collection portal, starts around 15,000 EUR.
From how many staff is custom worth it?
The threshold is usually around 15 staff, when licences exceed 15,000 EUR a year and your processes diverge from market standards.
Can custom connect to my existing production software?
Yes, via API or automated imports. Billing, payroll and bank integrations represent 8,000 to 18,000 EUR depending on the connectors available.
How long before the first production release?
Between 12 and 20 weeks for a usable initial scope, with intermediate deliveries every 2 to 3 weeks.
Who owns the code and the data?
In a custom project, you own the source code and the data. That is the major difference from a SaaS licence you merely rent.
Let's scope your project. Tell us your headcount, your current production tools and the priority module (portal, document management or review) for an indicative budget and realistic timeline. 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.
