The verdict in three sentences
A solid spec covers 6 modules — matters, RPVA/e-court, calendar/conflicts of interest, time-based billing, GDPR vault, reporting — with a weighted technical/price scoring grid. The target budget sits between 45,000 and 110,000 € for a 14 to 22 week timeline. The document's rigor determines the quality of the offers you receive and protects professional privilege.
The modules to specify and their weight
Each module must be described in testable functional requirements. Here is the template and an indicative weighting for scoring vendors.
| Module | Key requirements | Scoring weight | Indicative budget (€) |
|---|---|---|---|
| Matter management | Client file, documents, history | 20 % | 12,000 – 25,000 |
| Time-based billing | Timesheet, hourly rates, fee notes | 20 % | 10,000 – 22,000 |
| Calendar & conflicts | Deadlines, alerts, conflict check | 15 % | 6,000 – 14,000 |
| RPVA / e-court | Connection, filing, tracking | 10 % | 5,000 – 12,000 |
| GDPR vault | Encryption, privilege, access log | 20 % | 8,000 – 18,000 |
| Reporting & steering | Profitability KPIs per matter / partner | 15 % | 4,000 – 12,000 |
The sum of module budgets matches the overall 45,000 to 110,000 € range depending on ambition. A security/GDPR weight of 20 % is the minimum for a firm bound by professional privilege.
Selection criteria and vendor scoring
An RFP is won on objective criteria, not a slick demo. Set the weighting before you receive offers.
| Selection criterion | Weight | What you assess |
|---|---|---|
| Technical value | 40 % | Architecture, security, RPVA, GDPR |
| Price | 30 % | Build + maintenance over 3 years |
| Legal-sector references | 15 % | Comparable firms delivered |
| Timeline & method | 10 % | Sprints, milestones, reversibility |
| Support & maintenance | 5 % | SLA, availability, upgrades |
Comparing the proposed scope to Secib, Jarvis or Kleos gives a useful benchmark: these market solutions define the expected functional standard, which your custom build must match or exceed on your specific workflows.
Mini case study
Me Diop, managing partner of a 12-lawyer firm in Paris, launches an RFP. He receives 4 offers between 52,000 € and 98,000 €. Applying his weighted grid (technical 40 %, price 30 %, references 15 %...), the 71,000 € offer comes first thanks to an encrypted GDPR vault and strong legal references, ahead of the cheapest 52,000 € offer penalized on security. The firm bills 1,800 hours/year unbilled for lack of a reliable timesheet; the new tool recovers 12 %, i.e. 216 h × 180 €/h = 38,880 € of extra revenue per year. Payback in under 2 years.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
FAQ
What budget for custom law firm software?
Between 45,000 and 110,000 € depending on the number of modules and security level. The GDPR vault and time-based billing are the most structuring items.
Is RPVA integration mandatory?
For a litigation firm, yes: the e-court/RPVA connection saves considerable time. Budget 5,000 to 12,000 € for that module.
How to guarantee professional privilege in the software?
Through data encryption, a timestamped access log and fine-grained rights. Weight security at 20 % minimum in your scoring.
How to compare a custom offer to Secib or Kleos?
Use those solutions' functional scope as a completeness benchmark, then assess the custom build's ability to cover your specific workflows the off-the-shelf editor does not handle.
What delivery timeline to target?
From 14 weeks for a tight scope to 22 weeks for a full platform with RPVA, vault and advanced reporting.
Let's scope your project. Send us your priority modules, your number of lawyers and an indicative budget between 45,000 and 110,000 €. 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.
