The verdict in three sentences
For a firm with fewer than 15 lawyers and standard processes, an off-the-shelf solution at 60 to 150 EUR (65 to 165 USD) per user per month remains the most rational choice. Above 20 lawyers, with complex billing arrangements (flat fees, success fees, client-specific engagement terms), custom software at 35,000 to 90,000 EUR (38,000 to 99,000 USD) pays for itself within 3 to 5 years. In both cases, the real gain is time tracking: 8 to 15% of fees currently lost, often more than the cost of the tool itself.
Licence or custom build: the 2026 cost comparison
The figures below come from a mid-size firm in Bordeaux; New York firms typically see licence prices 10 to 25% higher and development rates 30 to 60% higher. Legal software vendors charge per user, with paid add-ons (advanced document management, client portal, accounting). A custom build is paid once, then through annual maintenance.
| Criterion | Off-the-shelf solution | Custom build |
|---|---|---|
| Entry cost | 0 to 3,000 EUR (setup) | 35,000 to 90,000 EUR |
| Recurring cost (25 users) | 18,000 to 45,000 EUR per year | 5,000 to 13,500 EUR per year (15% maintenance) |
| Time to go live | 2 to 6 weeks | 3 to 6 months |
| Fit with engagement terms | Limited to built-in options | Full (flat fees, client rates, caps) |
| Court e-filing integration (RPVA in France) | Native with most vendors | To be built (8,000 to 15,000 EUR) |
| Ownership of data and code | Exportable data, vendor's code | Code and data owned by the firm |
| 5-year total cost (25 users) | 90,000 to 225,000 EUR | 60,000 to 157,500 EUR |
The tipping point sits around 20 to 25 users: above that, cumulative licence fees exceed the cost of a build amortised over 5 years.
What time tracking actually brings in
In a firm without systematic capture, lawyers rebuild their timesheets at the end of the week. Short phone calls, reviews and client emails vanish. A tool that captures time as work happens (timer, mobile entry, daily reminder) recovers a significant share of that billable time.
| Firm size | Annual fees | Recovered fees (8 to 15%) | Annual tool cost |
|---|---|---|---|
| 10 lawyers | 1,500,000 EUR | 120,000 to 225,000 EUR | 7,200 to 18,000 EUR (licence) |
| 20 lawyers | 3,200,000 EUR | 256,000 to 480,000 EUR | 14,400 to 36,000 EUR (licence) |
| 30 lawyers | 4,800,000 EUR | 384,000 to 720,000 EUR | 21,600 to 54,000 EUR (licence) |
| 40 lawyers | 6,500,000 EUR | 520,000 to 975,000 EUR | 18,000 to 25,000 EUR (amortised custom) |
These are 2026 estimates assuming an average hourly rate of 200 to 280 EUR and a stable realisation rate; New York rates are usually much higher, which only strengthens the case. Even at the low end, the tool pays for itself within weeks.
Confidentiality, e-filing and hosting: the non-negotiables
The firm remains responsible for client confidentiality. Whatever the choice, check four points before signing.
| Requirement | What to demand | Indicative extra cost (custom) |
|---|---|---|
| Hosting | In-country servers, HDS or ISO 27001 certification (SOC 2 in the US) | 300 to 1,200 EUR per month |
| Encryption | Data encrypted at rest and in transit, keys managed by the firm | Included in the core |
| Authentication | Mandatory two-factor, rights per matter and per team | 2,000 to 4,000 EUR |
| Audit trail | Log of who accessed which matter, kept 5 years | 3,000 to 6,000 EUR |
| Court e-filing | Filing and receiving documents from the tool | 8,000 to 15,000 EUR |
| Data protection | GDPR register (or state privacy rules), retention periods, listed processors | 1,500 to 3,000 EUR of support |
An off-the-shelf product often covers these out of the box. In a custom build, they must be written explicitly into the specification, otherwise the quote looks low and the final invoice climbs.
Mini case study
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Maître Laurent, managing partner of a 24-lawyer business law firm in Bordeaux, pays 110 EUR per user per month for a market product, i.e. 31,680 EUR per year. His firm bills per-deal flat fees and success fees the tool cannot handle: two assistants spend 6 hours a week reworking invoices in a spreadsheet, roughly 15,000 EUR of annual payroll.
He gets a quote for a custom tool: 68,000 EUR, plus 10,200 EUR of annual maintenance. Over 5 years, the current setup costs 158,400 EUR in licences and 75,000 EUR in manual rework, i.e. 233,400 EUR. The custom build comes to 68,000 + 51,000 = 119,000 EUR. Savings exceed 110,000 EUR over the period, not counting 5% extra fees captured by the built-in timer, around 190,000 EUR per year on 3,800,000 EUR of revenue.
FAQ
How much does custom law firm practice management software cost?
Budget 35,000 EUR (about 38,000 USD) for a core (matters, time, billing) and up to 90,000 EUR (99,000 USD) with client portal, document management, e-filing and partner reporting. Maintenance runs 12 to 18% of the initial cost per year.
How long does a custom deployment take?
Between 3 and 6 months depending on scope, including 3 to 4 weeks of scoping with partners and assistants. A first usable version (time and billing) can run from month 2.
Can we migrate data from our current software?
Yes, in the vast majority of cases via CSV export or an SQL database. Migrating 10 years of matters usually costs 3,000 to 8,000 EUR depending on data quality.
Does a custom build protect confidentiality as well as a vendor?
Yes, provided the specification requires certified hosting, encryption, two-factor authentication and an audit trail. These components account for 10 to 20% of the budget.
From how many lawyers does custom software pay off?
Generally from 20 users, or earlier if your engagement terms force more than 5 hours of manual rework per week.
Let's scope your project. We define the scope with you (time, billing, e-filing, client portal), an indicative budget of 35,000 to 90,000 EUR and a 3 to 6 month 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.
