The verdict in three sentences
Vertical practice management (40 to 120 GBP per user per month) rolls out matter tracking and time billing fast, but imposes its ergonomics and a perpetual rent. A custom build at 50,000-110,000 GBP fits your matter types, embeds a secure client portal, and makes you the owner of the code that guards confidentiality. Past 8 fee earners, custom becomes a profitable asset rather than a cost.
Feature comparison
| Feature | Vertical solution | Custom |
|---|---|---|
| Matter management | Standard | Tailored to your practice |
| Time billing (tracking) | Yes | Yes, your own rules |
| Court/portal integration | Vendor-dependent | Per spec |
| Secure client portal | Limited | Full, firm-branded |
| Conflict-of-interest checks | Basic | Customised |
| Code ownership | No | Yes |
| On-demand changes | Vendor queue | Prioritised by you |
3-year TCO
10-fee-earner firm, assuming 75 GBP/user/month for vertical (2026 order of magnitude).
| Line item | Vertical solution | Custom |
|---|---|---|
| Licences year 1 | 9,000 GBP | 0 GBP |
| Initial build | 0 GBP | 75,000 GBP |
| Licences year 2 | 9,000 GBP | 0 GBP |
| Licences year 3 | 9,000 GBP | 0 GBP |
| Maintenance 3 yrs | included | 15,000 GBP |
| 3-year TCO | 27,000 GBP | 90,000 GBP |
| 5-year TCO (projection) | 45,000 GBP | 100,000 GBP |
Vertical stays cheaper short-term, but by year five the gap narrows sharply, before counting the owned asset and the absence of extra cost per new hire.
Mini case study
Sarah, managing partner of a 10-lawyer commercial firm in London, bills by the hour. Before, 15% of hours worked escaped billing for lack of rigorous capture. On 1.6 M GBP of fee income, that is 240,000 GBP lost. A custom tool with embedded time tracking and reminders cuts leakage to 5%, recovering 160,000 GBP in the first year. The 75,000 GBP build pays back in under six months on that billing gain alone.
FAQ
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Can custom software integrate with court e-filing?
Yes, via available connectors and APIs, explicitly scoped in the spec. Budget 2 to 4 weeks of dedicated development for these exchanges.
How do we guarantee client confidentiality with custom software?
Regional hosting, end-to-end encryption, matter partitioning and access logging. A security audit before go-live is recommended.
How long for a V1 case management system?
Budget 12 to 18 weeks for matters, time tracking, billing and client portal. Court and accounting integrations extend the schedule.
Can we migrate data from our old software?
Yes, a data migration (matters, contacts, histories) is planned in the project, usually 1 to 3 weeks depending on export quality.
Is custom suitable for a small firm?
Below 5 fee earners, a vertical solution is usually more cost-effective. Custom wins as headcount and practice specifics grow.
Let's scope your project. Matter management, time billing, court integration and secure client portal, indicative budget 50,000 to 110,000 GBP, V1 in 12 to 18 weeks. 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.
