The verdict in three sentences
For a firm with 22 staff and 9,000 debt collection files, industry-specific software remains the essential foundation: it handles deed drafting, the official register and regulated accounting. Custom development is justified for what off-the-shelf software does poorly: a branded creditor portal, interest calculation on contractual rates and automated reminders, for EUR 30,000 to 60,000 excl. VAT. The equation is simple: if the firm loses more than 1,500 hours a year answering creditors and recalculating statements, the module pays for itself in under two years.
Industry software or custom module: what you really pay
Specialist vendors charge per seat, with maintenance included and optional modules (electronic service, portal, statistics) often billed separately. Custom code does not replace the regulated core: it plugs into it through exports or an API.
| Cost item (2026 estimate) | Industry software only | Software + custom module |
|---|---|---|
| Licence per seat per year | EUR 300 to 700 | EUR 300 to 700 |
| Annual cost for 22 seats | EUR 6,600 to 15,400 | EUR 6,600 to 15,400 |
| Creditor portal | Vendor module EUR 2,000 to 6,000/year, limited branding | Included in the build, fully branded |
| Initial development | EUR 0 | EUR 30,000 to 60,000 excl. VAT |
| Custom module maintenance | EUR 0 | 15 to 18% of build per year, i.e. EUR 4,500 to 10,800 |
| Go-live timeline | 1 to 2 months (migration) | 4 to 6 months |
| Code ownership | Vendor | Firm |
The real hidden cost of software alone is staff time: every creditor who calls to check a file ties up a clerk for 6 to 10 minutes.
Features that save time in a debt collection firm
A well-scoped custom module targets four to six high-volume functions. Here are the typical workstreams and their weight in the budget.
| Feature | Indicative budget excl. VAT | Expected gain |
|---|---|---|
| Creditor portal (file tracking, documents, collections) | EUR 12,000 to 20,000 | -60% inbound calls and emails |
| Interest calculation (statutory, contractual, compounding) | EUR 5,000 to 9,000 | Statements in 30 seconds instead of 15 minutes |
| Bulk claim import (CSV, landlord and bank APIs) | EUR 4,000 to 8,000 | 500 files opened in one hour |
| Electronic service and timestamping | EUR 4,000 to 10,000 | Service delays cut by 2 to 4 days |
| Automated amicable reminders (email, SMS, letter) | EUR 3,000 to 7,000 | Amicable collection rate +8 to 12% |
| Creditor and firm dashboards | EUR 3,000 to 6,000 | Monthly reporting with no manual entry |
Two regulatory points to watch: retention and security of debtors' personal data (GDPR, hosting in France recommended, access logging) and strict compliance with professional rules for deeds, which remain produced by the certified industry software.
Mini case study
Me Lefèvre, partner in a 22-person firm in Lille, manages 9,000 active files for about forty creditors (social landlords, banks, telecom operators). Her clerks handle around 180 creditor requests a week at 8 minutes each: 24 hours a week, or 1,150 hours a year. Manual recalculation of statements adds 400 hours.
With a creditor portal and an interest engine at EUR 45,000 excl. VAT, the firm targets 65% fewer calls and automatic statements: about 1,050 hours freed per year. At a loaded cost of EUR 38 an hour, that is EUR 39,900 a year. After EUR 7,000 of annual maintenance, the net gain is EUR 32,900: payback in 16 months, not counting the portal's sales value when pitching new institutional creditors.
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FAQ
Can a custom module replace the firm's industry software?
No, and it should not. The industry software handles deed drafting, the register and regulated accounting; the custom layer (EUR 30,000 to 60,000 excl. VAT) connects to it for the portal, calculations and automation.
How long does it take to deliver a creditor portal?
Allow 4 to 6 months for a full scope, including 4 to 6 weeks of scoping. A first release (file tracking and documents) can be live in 10 to 12 weeks.
Is the interest calculation legally reliable?
Yes, if the rules are specified with the firm and tested on 200 to 300 real files before go-live. The engine handles the half-yearly statutory rate, contractual rates, surcharges and compounding, with a printable calculation log.
Where should debtor data be hosted?
With a host in France or the European Union, with encryption, daily backups and access traceability. Secure hosting adds EUR 150 to 400 a month.
From what firm size does custom development pay off?
Below 3,000 active files, vendor modules are usually enough. Above 6,000 files and 20 regular creditors, the time saved covers the investment in 12 to 24 months.
Let's scope your project. Creditor portal, calculation engine or reminder automation: we define the scope, an indicative budget between EUR 30,000 and 60,000 excl. VAT and a 4 to 6 month plan. 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.
