The verdict in three sentences
Custom software for a firm of 10 to 30 lawyers in Vancouver typically costs 40,000 to 120,000 CAD and takes 3 to 5 months, provided the vendor gives precise answers on trust accounting, data residency and portability. The question that eliminates the most vendors is about time entry: if it takes more than 30 seconds, your partners will not use it. Put the questions below in writing and compare answers, not demos.
The budget frame before the questions
A Vancouver firm practising corporate, real estate or family law usually manages 2,000 to 10,000 matters open or archived, and runs client money through pooled trust accounts governed by the Law Society of BC Rules. Budget depends mostly on modules and integrations.
| Scope | Functions covered | Indicative 2026 budget | Timeline |
|---|---|---|---|
| Core | Matters, contacts, conflict checks, calendar | 40,000 to 55,000 CAD | 3 months |
| Core + time and billing | Time entry, flat and hourly fees, invoices | 55,000 to 80,000 CAD | 3 to 4 months |
| Core + trust accounting | Trust ledgers, monthly reconciliations, annual trust report support | 75,000 to 100,000 CAD | 4 to 5 months |
| Full + integrations | Document management, client portal, accounting and e-signature links | 95,000 to 120,000 CAD | 5 months |
| Annual maintenance | Fixes, security updates, small changes | 15 to 20 % of initial budget | Ongoing |
These are 2026 estimates for a North American or offshore studio. Off-the-shelf practice management is cheaper upfront, but it imposes its billing model and screens, and trust accounting is where generic tools tend to fall short of BC requirements.
The questions, with good and bad answers
| Question | Good answer | Bad answer |
|---|---|---|
| Where will our data be stored? | 'In Canada, with a provider of your choice, contract in the firm's name' | 'In the cloud, it's secure' |
| Who on your side can access client files? | 'Two named people, access logged, confidentiality agreement signed' | 'The whole tech team if needed' |
| How long does logging a time entry take? | 'Under 30 seconds, from the matter or a phone, with a timer' | 'There is a full form to fill in' |
| How do trust ledgers reconcile? | 'Three-way reconciliation each month: bank, trust ledger, client ledgers, with an exception report' | 'You can export to your accountant' |
| How do we get our data back if we leave? | 'Full SQL and file export within 15 days, source code transferred' | 'We'll discuss that when it comes up' |
| What is the fix time for an outage? | '4 business hours for critical, 48 hours for minor, in the contract' | 'We do our best' |
| Who owns the source code? | 'The firm, with assignment of rights on delivery' | 'We keep it, you get a licence' |
PIPEDA and BC's PIPA apply to personal information you hold, and solicitor-client privilege applies to what sits on the vendor's servers. A vendor who cannot explain how it limits and logs its own staff's access is not ready for a law firm.
Questions about the project itself
Beyond technology, probe the method. A 3 to 5 month project tends to slip during user testing and matter migration.
| Topic | Question | Expected answer |
|---|---|---|
| Migration | How many matters will you migrate, at what price? | A precise volume, e.g. 6,000 matters, fixed fee |
| Testing | Who tests, and for how long? | 3 to 4 weeks with 2 lawyers and 1 bookkeeper as leads |
| Training | How many sessions? | 2 for lawyers, 2 for staff, written guides |
| Change requests | How do you price a change? | Fixed day rate stated upfront, quote before work |
| Payment | How are payments staged? | 30 % on order, 40 % at acceptance, 30 % at go-live |
Kolonell answers these questions in writing in its quotes, with complex applications from 4,000,000 FCFA (about 6,100 EUR) and maintenance from 25,000 to 75,000 FCFA (38 to 115 EUR) a month depending on service level.
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Illustrative example: Priya, managing partner of an 18-lawyer firm in Vancouver, estimates each lawyer leaves about 25 minutes a day unbilled because time entry is slow. At an average rate of 350 CAD an hour over 200 days, that is 29,167 CAD per lawyer per year; she conservatively assumes only a third is recoverable, about 9,700 CAD.
Across 18 lawyers, that is 175,000 CAD a year. A 95,000 CAD system with trust accounting and 17,100 CAD yearly maintenance pays back in about 7 months, even on that cautious assumption.
FAQ
What does custom law firm software cost in Vancouver?
Plan 40,000 to 120,000 CAD depending on modules, then 15 to 20 % a year for maintenance. Adding compliant trust accounting typically moves a project into the 75,000 to 100,000 CAD band.
Must our data stay in Canada?
No statute strictly requires it for private firms, but privilege, PIPA and client expectations make Canadian hosting the norm. Most firms require a Canadian data centre and a written data processing agreement.
How long does the project take?
Three to five months, including 3 to 4 weeks of testing. Migrating 2,000 to 10,000 matters alone takes 2 to 4 weeks.
Should we buy off-the-shelf instead?
For under 8 lawyers with standard billing, an off-the-shelf tool is usually enough. Above 15 lawyers or with complex fee agreements and heavy trust volumes, custom pays back in 2 to 3 years.
How do we guarantee data portability?
Write in source code transfer, a full export within 15 days and hosting in the firm's name. These three clauses cost little and prevent ten years of lock-in.
Let's scope your project. Tell us your number of lawyers and matters and the modules you need, and we will answer each of these questions in writing with a firm budget and 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.
