The verdict in three sentences
Unrecorded time is the firm's invisible leak: 8-12% of revenue vanishes for lack of rigorous tracking. A time-and-billing tool, whether SaaS (EUR 45-90/user/month) or custom (EUR 35,000-60,000), recovers 6 to 9 points of billable rate in practice. On a firm at EUR 900,000 revenue that is EUR 54,000-81,000 a year — the software pays for itself within months.
Where the billable leak comes from
Time is often entered in the evening or at week's end, from memory. But memory systematically underestimates micro-tasks: 6-minute calls, reviews, emails. The table below quantifies the leak for three Dublin firm profiles.
| Firm profile | Annual revenue | Median rate | Estimated leak (10%) | Recoverable (7 pts) |
|---|---|---|---|---|
| 3 lawyers | EUR 480,000 | EUR 200 | EUR 48,000 | EUR 33,600 |
| 6 lawyers | EUR 900,000 | EUR 240 | EUR 90,000 | EUR 63,000 |
| 10 lawyers | EUR 1,600,000 | EUR 300 | EUR 160,000 | EUR 112,000 |
| Solo senior | EUR 350,000 | EUR 350 | EUR 35,000 | EUR 24,500 |
These are 2026 order-of-magnitude estimates; they depend on current tracking discipline, but the before/after gap is consistent across the profession.
SaaS vs custom: the 3-year TCO for 6 lawyers
| Line item | SaaS (6 users, EUR 70/mo) | Custom build |
|---|---|---|
| Setup / build | EUR 2,000 | EUR 45,000 |
| Licenses, 36 months | 70 × 6 × 36 = EUR 15,120 | EUR 0 |
| Accounting connector | add-on EUR 3,000 | EUR 4,000 - 8,000 |
| Maintenance, 36 months | included | ~EUR 24,000 |
| 3-year total | ~EUR 20,100 | ~EUR 75,000 |
| Recovered billable (7 pts) | +EUR 63,000/yr | +EUR 63,000/yr |
In both cases the billable gain (+EUR 63,000/yr) dwarfs the tool's cost. SaaS suffices for most firms; custom is justified if you need complex billing rules (tiered rates, blended fees, partner splits) or deep integration with accounting and document management.
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Mini case study
Declan, managing partner of a 6-lawyer employment-law firm in Dublin, ran EUR 900,000 revenue with memory-based tracking. After deploying time-tracking with a timer built into email and daily reminders, billable rate rose from 62% to 69%, i.e. +7 points. On his base that is +EUR 63,000/year. SaaS cost for 6 seats: EUR 5,040/year plus EUR 2,000 setup. Return on investment: under 6 weeks. Unquantified bonus: detailed invoices cut client disputes and speed up payment.
FAQ
What does time-and-billing software really cost? EUR 45-90/user/month on SaaS (EUR 3,240-6,480/year for 6 seats) or EUR 35,000-60,000 for a custom build. The accounting connector adds EUR 4,000-8,000 in custom.
How much billable can be recovered? In practice 6 to 9 points of billable rate, i.e. on a EUR 900,000 firm roughly EUR 54,000-81,000/year. The gain comes mainly from previously forgotten micro-tasks.
Is the automatic timer reliable? A good tool detects activity per matter (email, document, call) and suggests entries to validate. The lawyer stays in control: nothing is billed without approval.
Can it handle multiple billing modes? Yes: hourly, fixed fee, retainer, contingency. Complex rules (rate by practice area, partner splits) are simpler to implement in custom.
What is the deployment timeline? 2-4 weeks for SaaS, 3-5 months for custom with accounting connector and historical import.
Let's scope your project. Send us your revenue, lawyer count and current billable rate: we will price the recoverable gain and the TCO. 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.
