The verdict in three sentences
For a Dublin loss adjusting firm handling 9,000 claims a year for 12 insurers, custom claims software costs between 45,000 and 90,000 EUR excluding VAT in 2026. The budget covers automatic instruction intake, adjuster reports with geotagged photos, estimating and synchronisation with insurer platforms. The return on investment comes from a closing time cut by 6 days on average, which drives the firm's ranking on insurer adjuster panels.
What you pay for: scope and cost per module
A firm of 25 to 40 people (adjusters, assistants, claims handlers) currently juggles insurer portals, a tracking spreadsheet, Word reports and photos stored on phones. The software brings these flows into a single file per claim.
| Module | Function | 2026 cost (EUR excl. VAT) | Timeline |
|---|---|---|---|
| Instruction intake | Import of instructions (email, EDI, platform APIs), automatic allocation by area | 8,000 to 15,000 | 3 to 4 weeks |
| Adjuster scheduling | Routes, SMS appointment booking with the policyholder, geolocation | 6,000 to 12,000 | 2 to 3 weeks |
| Field app | Time-stamped photos, sketches, offline site notes on tablet | 10,000 to 20,000 | 4 to 6 weeks |
| Estimating and report | Price library, depreciation, PDF generation in each insurer's format | 9,000 to 18,000 | 4 to 5 weeks |
| Insurer exchanges | Connectors to claims management platforms, real-time statuses | 7,000 to 15,000 | 3 to 5 weeks |
| Management and billing | Turnaround by insurer, fees, reminders, management dashboard | 5,000 to 10,000 | 2 to 3 weeks |
The low end (45,000 EUR) covers 3 or 4 insurer connectors and a single configurable report format. The high end (90,000 EUR) includes all 12 insurer formats, the full offline app and accounting integration. Budget 15 to 18% of the initial cost per year for maintenance and EU hosting (GDPR compliance for policyholder data).
Custom build or off-the-shelf package: the comparison
| Criterion | Off-the-shelf claims package | Custom software |
|---|---|---|
| Entry cost | 5,000 to 15,000 EUR of configuration | 45,000 to 90,000 EUR excl. VAT |
| Recurring cost | 60 to 120 EUR per user per month, i.e. 25,000 to 45,000 EUR/year for 30 seats | 7,000 to 15,000 EUR/year maintenance |
| Insurer report formats | Generic templates, customisation billed | All 12 formats built in at delivery |
| Offline field app | Often partial | Designed for poor coverage areas (storm and flood events) |
| Code ownership | No | Yes, full reversibility |
| 5-year total cost (30 seats) | 130,000 to 240,000 EUR | 80,000 to 165,000 EUR |
A package still makes sense below 3,000 claims a year. Above that, per-seat licensing and the time lost re-keying data into each insurer portal tip the calculation towards custom software.
Measurable gains on closing time
| Indicator | Before | After (2026 order of magnitude) |
|---|---|---|
| Instruction to site visit | 4 days | 1.5 days |
| Report entry after visit | 75 minutes | 30 minutes |
| Average closing time | 21 days | 15 days |
| Files with no insurer chaser | 62% | 85% |
| Re-keying into insurer portals | 2 to 3 per file | 0 |
Insurers rate their adjusters on turnaround and report quality. Saving 6 days often makes the difference at panel renewal and can open 1 or 2 additional insurer accounts.
Mini case study
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Laurent, managing director of a 32-person loss adjusting firm in Dublin, handles 9,000 claims a year. His assistants spend 20 minutes per file re-keying into insurer portals, i.e. 3,000 hours a year. At 32 EUR fully loaded per hour, that is 96,000 EUR. The software, budgeted at 72,000 EUR excl. VAT with 10 connectors, removes 80% of that re-keying: 76,800 EUR saved in year one. Add the time saved on reports (45 minutes per file for the third of claims that require a visit) and the investment pays back in under 11 months, before counting the work won through a better panel ranking.
FAQ
How long does deployment take?
Allow 4 to 6 months for the full scope, with a first release (instruction intake and reports) usable from week 10. Rollout happens insurer by insurer, starting with the 3 that often represent 60% of volume.
Does the software connect to insurer platforms?
Yes, through APIs or EDI where they exist, otherwise through structured import of instruction emails. Each connector costs 1,500 to 4,000 EUR excl. VAT depending on the documentation the insurer provides.
Is policyholder data GDPR compliant?
Hosting is in the EU, with encryption, access logging and configurable retention periods, often 5 years after closure. The processing register and impact assessment are delivered with the project.
Does the field app work without a network?
Yes, adjusters capture photos and notes offline, and everything syncs when coverage returns. This is essential during storm or flood events, when 300 to 500 claims arrive in a single week.
Can the project be funded in stages?
Yes, splitting it into 3 lots of 20,000 to 30,000 EUR excl. VAT is common. Each lot is delivered and usable before the next one starts.
Let's scope your project. Send us your claim volume, your insurer list and your report formats: we will price a scope between 45,000 and 90,000 EUR excl. VAT with a 4 to 6 month plan. 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.
