The verdict in three sentences
A matter management tool (matters, time, billing, calendar, deadlines) rents for 40 to 100 EUR excl. VAT per user per month as SaaS, or is built custom for 30,000 to 80,000 EUR excl. VAT in 3 to 6 months. For a Bordeaux firm, legal privilege and GDPR are not optional: encryption, access logging and compliant hosting belong in the specification. SaaS suits small structures; custom wins as soon as you want a client portal, bespoke time billing and integration with your tools.
The features that shape the quote
A law firm is not buying a shared calendar. Here are the expected building blocks and their 2026 custom cost.
| Feature | Priority | 2026 range (EUR excl. VAT) |
|---|---|---|
| Matter + party management | Essential | 6,000-11,000 |
| Time tracking + billing | Essential | 6,000-10,000 |
| Calendar + procedural deadlines | High | 4,000-8,000 |
| Confidential doc mgmt + encryption | High | 7,000-13,000 |
| Secure client portal | Medium | 5,000-11,000 |
| GDPR logging + audit | High | 4,000-9,000 |
Compliance alone (encryption, traceability, health-data hosting where relevant) accounts for 10,000 to 20,000 EUR of a custom quote.
SaaS or custom: the figures in Bordeaux
Compare for a typical firm of 10 lawyers and staff.
| Option | Year 1 cost | 3-year cost | Best for |
|---|---|---|---|
| SaaS at 60 EUR/user | 7,200 EUR | 21,600 EUR | Small standard firm |
| SaaS at 100 EUR/user | 12,000 EUR | 36,000 EUR | Advanced needs |
| Custom 45,000 + 15 % | ~51,750 EUR | ~58,500 EUR | Growing firm |
| Custom 65,000 + 18 % | ~76,700 EUR | ~88,400 EUR | Portal + integrations |
Below 8 users and without a portal need, SaaS stays the most rational. Above that, and especially with strong confidentiality demands, custom better protects legal privilege.
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Mini case study
Me Lefèvre runs a 10-person firm in Bordeaux specialising in business law. His current SaaS at 90 EUR/seat costs 10,800 EUR/year but offers no secure client portal, which his key accounts demand. A custom build at 55,000 EUR excl. VAT with 15 % maintenance is about 63,250 EUR in year one, then 8,250 EUR/year. By winning 3 extra matters a year thanks to the portal's professional image, at 6,000 EUR average fees, the firm generates 18,000 EUR of additional revenue, covering maintenance and repaying the investment in about 3 years. Me Lefèvre approves the custom route.
FAQ
How much for a 4-lawyer firm? SaaS runs 40 to 100 EUR/seat, i.e. 1,920 to 4,800 EUR/year. Custom is only justified with specific needs (portal, integrations, reinforced confidentiality).
How do GDPR and privilege affect price? Encryption, access logging and compliant hosting add 10,000 to 20,000 EUR to a custom build. These are obligations, not options.
How long for a custom tool? Budget 3 to 6 months by scope: confidential document management, the client portal and connectors extend testing and data migration.
Is the client portal worth it? Yes for firms targeting demanding clients: it professionalises document exchange and becomes a selling point measurable in matters won.
Can data be hosted in France? Yes, and it is recommended: compliant local hosting simplifies compliance and reassures clients on confidentiality.
Let's scope your project. State your headcount, confidentiality requirements and whether you want a client portal, and we will frame scope, budget and timeline. 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.
