The verdict in three sentences
An off-the-shelf vertical (legal vendor) at USD 45-100/user/month is perfect for covering standard case management, time tracking and billing fast. Custom at USD 65,000-160,000 wins when your processes are atypical, when you want control over data-privacy on sensitive files, or when the vertical bill explodes with headcount. Decide on 5-year TCO and vendor lock-in risk, not the monthly price.
Vertical solution or custom
Legal vendors offer case management, deadline calendars, time tracking, billing and sometimes document management. They are proven but standardised. Custom fits your practice areas (litigation, employment, real estate), your approval flows and your exact fee model.
| Criterion | Vertical solution | Custom |
|---|---|---|
| Entry cost | USD 0 to 5,000 | USD 65,000 to 160,000 |
| Recurring cost | USD 45-100/user/month | Maintenance 15-20 %/yr of build |
| Timeline | 3 to 8 weeks | 5 to 9 months |
| Fee model | Standard | Custom (fixed, hourly, subscription) |
| Data privacy / hosting | Vendor choice | Full control (region, encryption) |
| Secure DMS | Per offer | Built into your process |
| Reversibility | Hard (lock-in) | You own the code |
Selection criteria and 5-year TCO
For a 10-lawyer firm, the vertical at USD 72/user/month is 10 x 72 x 12 x 5 = USD 43,200 over 5 years. A custom build at USD 105,000 + 17 %/yr maintenance (USD 17,850) gives 105,000 + (17,850 x 5) = USD 194,250. At this size, the vertical wins clearly.
| Line item | Vertical (10 users) | Custom |
|---|---|---|
| Initial build | USD 0 | USD 105,000 |
| Annual maintenance | USD 8,640 (subscription) | USD 17,850 |
| 5-year total | USD 43,200 | USD 194,250 |
| Customisation | Low | Total |
| Reversibility | Low | High |
Custom only pays off above 25-35 users, or when a business need unavailable off-the-shelf (conflict-of-interest workflow, advanced client portal, specific ledger integration) creates value beyond the cost gap.
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Mini case study
Michael, managing partner of a 28-lawyer firm in New York, pays a vertical at USD 85/user/month, i.e. 28 x 85 x 12 = USD 28,560/yr, but hits limits on his hybrid fee model and out-of-region hosting that troubles some clients. A custom build at USD 135,000, USD 22,000/yr maintenance, costs 135,000 + (22,000 x 5) = USD 245,000 over 5 years versus USD 142,800 for the vertical: the vertical stays cheaper, but custom brings data-privacy control, reversibility and an exact fee model. The decision hinges on strategic value, not TCO alone.
FAQ
When does custom pay off for a law firm? As a 2026 order of magnitude, above 25-35 users, or earlier if a critical business need is missing from vendors and creates a real edge.
How do we handle data privacy on sensitive files? Custom allows in-region hosting, encryption at rest and in transit, granular permissions and full access auditing, often demanded by enterprise clients.
Are time tracking and billing included? Yes in both cases. Custom enables exact fee rules (fixed, hourly, subscription, success fee) and multi-currency billing if needed.
What timeline for custom legal software? Plan 5 to 9 months by scope, with a first release (cases + deadline calendar) often live by month 4.
Can we migrate existing files? Yes. A data migration from your current vertical is scoped in the spec; budget 5 to 10 % of the project for cleanup and import.
Let's scope your project. Tell us your headcount, current vendor and the business need missing off-the-shelf: we compare vertical vs custom and 5-year 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.
