The verdict in three sentences
For a 22-person enforcement and bailiff agency, vendor software remains the foundation for formal documents, regulated accounting and compliance. Custom development pays off on the workflows that differentiate the firm: high-volume amicable debt recovery, field reports with geotagged photos, and auctions inherited from an auctioneering business. A hybrid project of 20,000 to 60,000 EUR excluding VAT pays back in 12 to 20 months thanks to 25% less administrative time.
What vendor software costs an agency in 2026
After mergers between enforcement and auctioneering firms, many agencies run two tools that do not talk to each other: a case and documents system and a separate auction tool. Vendors charge per seat, with paid add-ons for electronic service, debt recovery or document management.
| Cost item (2026 ballpark) | Entry offer | Full offer |
|---|---|---|
| Licence per seat per month | 150 EUR | 400 EUR |
| Annual cost for 22 seats | 39,600 EUR | 105,600 EUR |
| Amicable debt recovery module | partly included | 3,000 to 8,000 EUR per year |
| Auction module | missing or third party | 4,000 to 10,000 EUR per year |
| Data migration at setup | 3,000 EUR | 12,000 EUR |
| Staff training | 1,500 EUR | 5,000 EUR |
| Usual commitment | 36 months | 60 months |
The real hidden cost lies elsewhere: re-keying between the case system, the debtor tracking spreadsheet and the auction catalogue. In a firm of this size, 6 to 9 hours of re-keying per employee per week is common.
The custom modules that actually pay
Custom software is not meant to replace the document engine or regulated accounting. It plugs in around them, through exports and available APIs, to automate what the vendor handles poorly.
| Custom module | 2026 budget excl. VAT | Timeline | Expected gain |
|---|---|---|---|
| Creditor portal and amicable recovery | 15,000 to 25,000 EUR | 8 to 10 weeks | automatic reminders, 30% fewer client calls |
| Field report mobile app (photos, timestamp, geolocation) | 10,000 to 18,000 EUR | 6 to 8 weeks | prefilled report, 40 minutes saved per visit |
| Auction catalogue and inventory | 12,000 to 20,000 EUR | 8 weeks | lots published online, single inventory |
| Electronic service platform connector | 5,000 to 10,000 EUR | 4 weeks | statuses synced automatically |
| Partner dashboard (collections, delays, productivity) | 4,000 to 8,000 EUR | 3 weeks | weekly steering without spreadsheets |
| Full agency pack (hybrid) | 40,000 to 60,000 EUR | 4 to 5 months | 25% less administrative time |
A firm getting started can limit scope to the creditor portal and the service connector, for 20,000 to 30,000 EUR excluding VAT. That is the scope with the fastest return, because it addresses volume.
Security, confidentiality and hosting
Agency data is sensitive: debtor identities, financial situations, court documents. The specification must require UK or EU hosting, encryption at rest, strong authentication and access logging compliant with UK GDPR. Budget 150 to 400 EUR per month for managed hosting and 2,000 to 4,000 EUR for a security audit before go-live. The source code and database must belong to the firm, with a written reversibility clause.
Mini case study
Daniel, managing partner of a 22-person enforcement agency in London, finds that 14 administrative staff each spend 7 hours a week on re-keying and reminders. That is 98 hours a week, about 4,300 hours a year over 44 weeks. At a loaded cost of 32 EUR per hour, it adds up to 137,600 EUR a year.
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The firm invests 48,000 EUR excluding VAT in a creditor portal, a field report app and a service connector. The 25% cut in administrative time frees about 1,075 hours, or 34,400 EUR a year. Add 6,000 EUR of dropped vendor subscriptions (recovery module cancelled): the gain reaches 40,400 EUR a year. Payback comes in roughly 14 months, including 4,800 EUR of annual maintenance.
FAQ
Can we keep our current case management software?
Yes, and it is recommended. Custom modules connect through exports, APIs or file drops. Budget 5,000 to 10,000 EUR excluding VAT for a robust connector.
How long does a full project take?
A hybrid pack of 40,000 to 60,000 EUR excluding VAT ships in 4 to 5 months, in batches of 4 to 8 weeks. The first module is live by month two.
Is custom software compatible with GDPR and confidentiality duties?
Yes, provided hosting is in the UK or EU, access is logged and data is encrypted. A security audit of 2,000 to 4,000 EUR before go-live is strongly advised.
What is the annual maintenance cost?
Plan 10 to 15% of the initial budget per year, so 4,000 to 9,000 EUR for a 40,000 to 60,000 EUR project, plus 150 to 400 EUR per month for hosting.
Does a small 6-person firm benefit from custom software?
Rarely for the full scope. A single targeted module, such as the field report app at 10,000 EUR excluding VAT, can be enough if the firm handles over 400 visits a year.
Let's scope your project. Send us your case volume, current tools and priorities, and we will price a hybrid scope of 20,000 to 60,000 EUR excluding VAT with a batch-by-batch schedule. 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.
