The verdict in three sentences
A legal SaaS costs EUR 50 to 150 per user per month and imposes its own billing and compliance rules. Custom software requires EUR 35,000 to 80,000 but embeds exactly your practice fields, your vault and your conflict detection. From 12 to 15 lawyers, custom becomes cheaper over 5 years and spares you renting a tool that never quite speaks your professional language.
The five functions that make the difference
A firm does not choose a tool on price alone, but on its ability to cover precise ethical and financial requirements.
| Function | Firm requirement | Generic SaaS | Custom |
|---|---|---|---|
| Case management | Fields per area (criminal, corporate, family) | Fixed fields | 100 % adaptable |
| Time billing | Multiple hourly rates, flat fees | Often limited | Unlimited |
| Conflicts of interest | Automatic check at intake | Basic or absent | Custom rules |
| Document vault | Encryption, audit trail, GDPR | Standard | Dedicated hosting |
| Client portal | Case tracking, secure exchange | Paid option | Included, your brand |
Total cost of ownership over 5 years
SaaS bills per seat: every new lawyer or associate raises the bill. Custom has an upfront investment, then predictable maintenance.
| Firm size | SaaS 5 years (EUR 110/user/month) | Custom 5 years (dev + 15 %/yr) | Verdict |
|---|---|---|---|
| 6 lawyers | EUR 39,600 | 45,000 + 27,000 = EUR 72,000 | SaaS wins |
| 12 lawyers | EUR 79,200 | 55,000 + 33,000 = EUR 88,000 | Roughly even |
| 18 lawyers | EUR 118,800 | 65,000 + 39,000 = EUR 104,000 | Custom wins |
| 25 lawyers | EUR 165,000 | 72,000 + 43,200 = EUR 115,200 | -30 % with custom |
| 40 lawyers | EUR 264,000 | 80,000 + 48,000 = EUR 128,000 | -52 % with custom |
Indicative 2026 figures, excluding e-learning or advanced e-signature modules. From 18 lawyers, the gap comfortably covers the cost of a dedicated project manager.
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Mini case study
Ms Fontaine, managing partner of a 16-lawyer firm in New York, uses a SaaS at EUR 120 per user, or EUR 23,040 a year. Over 5 years: EUR 115,200, without ever adapting conflict detection to her three practice areas. Custom software at EUR 64,000, plus EUR 9,600 annual maintenance, comes to EUR 112,000 over 5 years. The financial gap is small, but she gains a bespoke conflicts engine and a premium client portal that has already converted two corporate matters. Estimated payback: 34 months.
FAQ
Is a legal SaaS enough for a small firm? Yes, below 10 lawyers a SaaS at EUR 50-90 per user covers the essentials without tying up cash. Custom is justified once ethical or volume requirements grow.
Does custom guarantee GDPR compliance? Yes, with dedicated hosting in Europe, encryption at rest and full access traceability. It is often stricter than the baseline of a shared SaaS.
How long to deliver custom software? A core of case management plus time billing delivers in 4 to 5 months. Conflicts and client portal modules follow in 2 to 3 additional months.
Can the firm's accounting be connected? Yes, via API or export to your accounting software. Budget EUR 4,000 to 9,000 for a reliable two-way integration of fees and receipts.
What happens if a SaaS vendor shuts down? Your data stays exportable, but you lose the tool. With custom, you own the source code and can evolve it indefinitely.
Let's scope your project. Tell us your lawyer headcount, practice areas and target budget, and we will price a custom core with time billing and conflict detection. 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.
