The verdict in three sentences
A law firm practice management tool is paid either as a subscription (30 to 80 EUR/user/month in 2026) or as custom development (40,000 to 80,000 EUR excl. tax) amortized over three to five years. Switching to custom becomes rational beyond 8 lawyers, when the sum of subscriptions exceeds the amortization of a tool you actually own. The real issue isn't the sticker price but professional secrecy, time-based billing and RPVA integration — three areas where a generic SaaS constrains you.
The two cost models in 2026
The market pits two logics against each other. Monthly subscriptions start fast but run forever; custom demands upfront investment but caps the cost. Here are 2026 orders of magnitude for a French firm.
| Item | Market SaaS | Custom Kolonell |
|---|---|---|
| Entry cost | 0 EUR (light setup) | 40,000-80,000 EUR excl. tax |
| Recurring | 30-80 EUR/user/month | Hosting 150-400 EUR/month |
| Maintenance | Included | 15-20 %/yr of build |
| Code ownership | No | Yes |
| Customization | Limited | Total |
| Digital vault | Paid add-on | Built in |
For a 10-lawyer firm, a SaaS at 55 EUR/month is 6,600 EUR/yr, or 33,000 EUR over five years — while never owning anything. A custom build at 55,000 EUR + maintenance lands in the same ballpark, but the asset stays on your books.
The features that drive the price
Not every feature weighs the same. Time-based billing and RPVA integration are what justify bespoke development.
| Feature | Complexity | Budget impact |
|---|---|---|
| Case management | Standard | Base |
| Timesheets / time billing | High | +8,000-15,000 EUR |
| Encrypted digital vault | High | +6,000-12,000 EUR |
| RPVA integration | Medium | +5,000-10,000 EUR |
| Template-based document generation | Medium | +7,000-14,000 EUR |
| Secure client portal | High | +18,000-40,000 EUR |
Time billing turns untracked minutes into real fees: a lawyer recovering 30 billable minutes a day at 200 EUR/h generates roughly 22,000 EUR/yr in extra revenue.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Mini case study
Mr. Rousseau, managing partner of a 12-lawyer firm in Bordeaux, runs the numbers. The chosen SaaS costs 60 EUR/user/month, i.e. 8,640 EUR/yr, or 43,200 EUR over five years. The custom Kolonell build is quoted at 58,000 EUR excl. tax + 18 %/yr maintenance (10,440 EUR). Over five years: 58,000 + 41,760 = 99,760 EUR — pricier on paper. But custom eliminates 2 third-party licenses (billing, vault) worth 4,800 EUR/yr combined, and recovers billable time: across 12 lawyers, +15 billable min/day at 180 EUR/h ≈ 97,000 EUR/yr. The build premium is absorbed in under eight months.
FAQ
Does a 3-lawyer firm benefit from custom? No. Below 8 lawyers, a 30-80 EUR/month subscription is unbeatable: custom won't amortize. Stay on SaaS and migrate later.
How is professional secrecy guaranteed? Through dedicated hosting (ideally HDS or EU), encryption at rest and in transit, and fine-grained per-case permissions. Shared SaaS stores your data alongside other firms' — legally acceptable, but less watertight.
Is RPVA really integrable? Yes, via the lawyers' private virtual network connectors. Budget 5,000 to 10,000 EUR for a reliable integration that eliminates double entry.
What's the rollout timeline? SaaS goes live in 2 to 4 weeks. A full custom build takes 3 to 5 months depending on modules (timesheets, vault, client portal).
Should I budget for data migration? Yes, 3,000 to 8,000 EUR to migrate existing cases from spreadsheets or the legacy tool, with manual verification of deadlines.
Let's scope your project. Tell us your headcount, current tools and whether you want time billing or the vault first: we'll frame the scope and an indicative budget. 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.