The verdict in three sentences
For a small firm, an off-the-shelf SaaS (GBP 35-80 per user per month) is unbeatable in the early years. Beyond 12-15 users and with atypical workflows (e-filing, complex fee arrangements, trust accounting), custom becomes profitable over a 4-to-6-year horizon. The real question is not the entry price but the 5-year TCO measured against how well the tool fits your process.
Buy vs build: the true 5-year cost
The classic trap is comparing a monthly subscription to a development quote. You must think in total cost of ownership, licences AND configuration AND the productivity lost to workarounds.
| Item (15-lawyer firm) | Off-the-shelf (SaaS) | Custom build |
|---|---|---|
| Initial / setup cost | GBP 3,000 - 7,000 | GBP 35,000 - 85,000 |
| Annual subscription | GBP 9,450 - 21,600 | GBP 0 (owned) |
| Hosting + maintenance/yr | included | GBP 3,500 - 8,000 |
| Process customisation | limited | full |
| 5-year TCO (estimate) | GBP 50,250 - 114,000 | GBP 49,000 - 125,000 |
| Code ownership | no | yes |
2026 ballpark: over 5 years the two options cross around 15 users. Below that the SaaS wins; above it, custom amortises its fixed cost.
What custom actually changes
An off-the-shelf tool imposes its screens and logic. Custom follows your value chain: matter opening, conflict check, e-filing, time-based billing, disbursements, partner reporting.
| Criterion | Generic SaaS | Custom build |
|---|---|---|
| Fit to firm process | 60-75 % | 95-100 % |
| Court e-filing integration | variable | native |
| Bespoke fields and reports | no | yes |
| Implementation time | 2-6 weeks | 12-20 weeks |
| Data reversibility / export | vendor-dependent | full |
| On-demand enhancements | vendor roadmap | you decide |
Mini case study
James, managing partner of a 15-lawyer London firm, pays GBP 60 per user per month, i.e. GBP 10,800/yr. Three Excel workarounds cost roughly 6 hours/week of paralegal time billed internally at GBP 22/hr, i.e. GBP 6,864/yr of friction. A custom tool at GBP 65,000, plus GBP 5,500/yr maintenance, removes the friction: over 5 years, GBP 92,500 versus GBP 88,320 for SaaS-with-friction. Beyond year five, custom pulls ahead and it owns a software asset.
FAQ
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What is the break-even point for custom?
As a 2026 ballpark, it sits around 12 to 15 active users and a 4-to-6-year horizon. Below that, a SaaS at GBP 35-80 per user per month stays cheaper.
Does a custom tool handle court e-filing?
Yes, integration can be native through the relevant APIs. This is precisely where the market is weak: many SaaS products only partially cover these flows.
How long to develop a custom solution?
Budget 12 to 20 weeks for a scope covering matter management, calendar, billing and e-filing. A targeted MVP can ship in 8 to 10 weeks.
What happens to my subscription if I switch SaaS vendors?
You lose functional history and must migrate your data, often at the cost of a limited export. Custom guarantees full reversibility because you own the code and the database.
Can we start on SaaS then move to custom?
Yes, this is a common path: SaaS to validate needs, then a data migration into a proprietary tool once the firm stabilises above 12 users.
Let's scope your project. Tell us about your firm (number of lawyers, e-filing flows, billing model) and we will price buy vs build over 5 years. 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.
