The verdict in three sentences
Without a reliable timer, a law firm forgets or underestimates 6 to 12% of its billable time — lost fees, every month. A SaaS time-tracking license at €35–90/user/month deploys fast; a custom tool at €30,000–75,000 integrates with your case management and belongs to you. The real calculation isn't the tool's cost but how much lost fee it recovers.
SaaS license vs custom build: the 3-year cost
A per-user license is predictable but endless; custom is an investment followed by flat maintenance. Here is the 2026 order of magnitude for a Berlin firm, using a license at €60/attorney/month.
| Attorneys | SaaS license 3 yrs | Custom build + maintenance 3 yrs | 3-yr gap |
|---|---|---|---|
| 5 | €10,800 | €48,000 | +€37,200 (SaaS wins) |
| 8 | €17,280 | €52,000 | +€34,720 (SaaS wins) |
| 10 | €21,600 | €55,000 | +€33,400 (SaaS wins) |
| 15 | €32,400 | €63,000 | +€30,600 (SaaS wins) |
| 20 | €43,200 | €70,000 | +€26,800 (SaaS wins) |
| 30 | €64,800 | €82,000 | +€17,200 (SaaS wins) |
| 45 | €97,200 | €98,000 | +€800 (near parity) |
At a standard scope, SaaS stays cheaper over 3 years up to roughly 45 attorneys. But this table ignores the decisive variable: the fees recovered by better tracking. That is where custom, integrated with case management, changes the equation.
ROI from recovered billable fees
Rigorous time tracking (built-in timer, mobile entry, reminders) recovers on average 6 to 12% of previously lost billable time. Here is the 2026 impact at an average rate of €200/hour.
| Attorneys | Annual fees billed (est.) | +8% recovery | Year-1 build cost (avg) |
|---|---|---|---|
| 5 | €1,000,000 | +€80,000 | ≈ €46,000 |
| 8 | €1,600,000 | +€128,000 | ≈ €47,000 |
| 10 | €2,000,000 | +€160,000 | ≈ €48,000 |
| 15 | €3,000,000 | +€240,000 | ≈ €54,000 |
| 20 | €4,000,000 | +€320,000 | ≈ €60,000 |
From 8 to 10 attorneys, recovered fees far exceed the tool's cost in year one: the economic break-even sits around 10 to 15 attorneys on total cost, but value created is immediate. Timer + billing module: +€8,000–15,000. Timeline: 8 to 14 weeks. Maintenance: €400–1,000/month.
Mini case study
Dr. Weber, partner in a 12-attorney firm in Berlin, estimates billing €2,400,000/year but suspects 8% lost for lack of tracking, i.e. €192,000/year unbilled. He commissions a custom tool at €52,000 (case management + timer + billing) with maintenance at €600/month. Year-1 cost: €52,000 + €7,200 = €59,200. By recovering only half the lost time (+4%, i.e. €96,000), the firm covers the investment in the first year and then generates over €90,000/year in extra fees, net of maintenance.
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FAQ
How much does custom time-billing software cost in 2026?
Budget €30,000–75,000 for the tool, plus €8,000–15,000 for the timer and billing module. Maintenance: €400–1,000/month. A SaaS license costs €35–90/user/month.
How much fee does good time tracking recover?
On average 6 to 12% of previously lost or underestimated billable time, thanks to the built-in timer, mobile entry, and reminders. For a 10-attorney firm that often exceeds €100,000/year.
At how many attorneys does custom pay off?
On total cost alone, around 10 to 15 attorneys over 3 years. But factoring in recovered fees, value created exceeds cost from 8 attorneys.
Can time be logged from mobile?
Yes — mobile entry and one-tap timers are key features: they avoid end-of-day reconstruction, the main source of forgotten time.
How long does implementation take?
8 to 14 weeks: 8 for a basic timer and billing, 12 to 14 with full integration to case management and reminders.
Let's scope your project. Share your attorney count, average hourly rate, and current case-management tool, and we'll cost a time-billing tool on a €30,000–75,000 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.
