The verdict in three sentences
Notary and bailiff offices often run on rigid legacy business software, expensive in licences and poorly open. Custom software (file, deeds, regulated accounting, client portal) is built for 40,000 to 90,000 EUR net over 14 to 24 weeks. The main gain: deed processing time cut by 30 to 40 % and a client relationship finally smooth via a dedicated portal.
The key modules of an office
An office has unique constraints: special accounting (segregated client accounts), standardized deed management, legal deadlines. Here is the typical build breakdown.
| Module | Role | Budget share |
|---|---|---|
| File & register | Tracking, documents, statuses | 20 % |
| Deed drafting | Templates, generation, control | 25 % |
| Regulated accounting | Segregated client accounts | 25 % |
| Client portal | Document upload, tracking, signing | 20 % |
| Reporting & deadlines | Alerts, dashboards | 10 % |
Regulated accounting and deed drafting concentrate half the budget: these are the areas where errors are costly and where custom brings the most security.
Legacy software vs custom
Legacy vendors (notarial or bailiff) are solid but closed and billed per user. 2026 order of magnitude for a 12-person office.
| Criterion | Legacy software | Custom |
|---|---|---|
| Upfront cost | 4,000-10,000 EUR net | 40,000-90,000 EUR net |
| Licences / yr | 8,000-18,000 EUR net | 0 |
| Maintenance / yr | included | 6,000-12,000 EUR net |
| Openness / API | Low | Total |
| Modern client portal | Rare or paid | Built in |
| Cost over 5 years | 44,000-100,000 EUR net | 70,000-150,000 EUR net |
Over 5 years the gap narrows and custom brings two things legacy handles poorly: openness (API, integrations) and a modern client experience.
The gain on delays and client relationship
Digitization shortens every step: document upload, verification, signing, delivery.
| Metric | Before | After |
|---|---|---|
| Average deed processing time | 32 days | 20 days |
| Missing documents chased manually | 100 % | 15 % |
| Physical meetings per file | 3 | 1.5 |
| Client satisfaction (NPS) | 28 | 55 |
| Deeds processed / staff / month | 22 | 30 |
A time dropping from 32 to 20 days and processing capacity up ~35 % let the office absorb more files without hiring, while clearly improving the client relationship.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Mini case study
Mr. Chevalier, principal notary of a 12-person office in Rennes, processes around 3,000 deeds/yr. His legacy software costs 13,000 EUR net/yr in licences, with no client portal. He invests 62,000 EUR net in custom software, maintenance 9,000 EUR net/yr, with portal and integrated regulated accounting. Processing time drops from 32 to 20 days and capacity rises from 22 to 30 deeds/staff/month: i.e. ~1,150 deeds/yr of extra capacity without hiring. At constant margin per deed, the build pays off in roughly 12 to 18 months.
FAQ
Is regulated accounting really handled?
Yes. The module respects segregation of client accounts, traceability of movements and profession-specific controls, with exports for inspections.
Can we migrate from our legacy software?
Yes, via export of files, register and accounting. We replay a dry-run migration before switchover to guarantee integrity. Budget 5,000 to 12,000 EUR net.
Is the client portal secure?
Yes: strong authentication, encryption, traced document upload and compliant e-signature. The client tracks their file in real time without travelling.
How long for the full build?
Between 14 and 24 weeks depending on modules. Deed drafting and regulated accounting are the longest workstreams to secure.
Is custom justified versus legacy?
If you want a modern client portal, open integrations and to escape per-seat licences, yes. The ROI comes from processing capacity and the client relationship.
Let's scope your project. State your deed volume, your current software and your needs (portal, regulated accounting, signing): we price office software between 40,000 and 90,000 EUR net. 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.
