The verdict in three sentences
A 14-person office producing 1,800 deeds a year in Word loses time every day copying clauses, checking identities and recalculating fees. A custom deed drafting system at USD 20,000 to 50,000 (12 to 30 million FCFA) centralises a library of 120 templates, the deed register, fee accounting and archiving, and cuts drafting time by about 35 %. Generic legal software rarely matches local notarial practice and tariffs, which is why custom software is often the option that fits the way a Montreal or Dakar office actually works.
What drafting in Word really costs
In most offices, each clerk keeps their own template versions: property sale, company incorporation, gift, estate settlement, commercial lease, hypothec loan. Party data is re-typed for every deed, the register is kept separately and fees are calculated in a spreadsheet.
| Task | Word and spreadsheet | With dedicated software | Estimated gain |
|---|---|---|---|
| Drafting a property sale | 3 h 30 | 2 h | 43 % |
| Company incorporation | 2 h 30 | 1 h 30 | 40 % |
| Entering parties (per deed) | 20 min | 3 min (single reusable record) | 85 % |
| Fees and registration duties | 25 min | Automatic | 90 % |
| Register entry | 10 min | Automatic on signing | 100 % |
| Finding an archived deed | 15 to 45 min | Under 1 min | 95 % |
Across 1,800 deeds, an average saving of 1 h 15 per deed frees about 2,250 hours a year, more than one full-time clerk.
2026 budget by scope
| Scope | Content | Budget (2026 order of magnitude) | Duration |
|---|---|---|---|
| Core | Client and property records, 40 templates, Word and PDF output | USD 20,000 (12,000,000 FCFA) | 3 months |
| Standard | 120 templates, conditional clauses, automatic register | USD 30,000 (18,000,000 FCFA) | 4 months |
| Full | + fee accounting, duties, receipts | USD 40,000 (24,000,000 FCFA) | 5 months |
| Connected office | + secure archiving, e-signature, client portal | USD 50,000 (30,000,000 FCFA) | 6 months |
| Annual maintenance | Tariff updates, hosting, support | USD 3,000 to 6,000 (1.8 to 3.6 million FCFA) | Ongoing |
Payment is usually split into three instalments (scoping, acceptance, go-live), by bank transfer, card, or Wave and Orange Money for West African offices.
Security and archiving: non-negotiable
A notary office keeps deeds for decades. The software must provide full traceability and comply with data protection law (Quebec Law 25, or Senegal's Law 2008-12 in Dakar).
| Requirement | Solution |
|---|---|
| Access rights | Notary, senior clerk, clerk, accountant, front desk profiles |
| Audit log | Every deed change timestamped and attributed |
| Archiving | Encrypted copy, dual backup (on site and off site) |
| Outages | Local mode with sync when the connection returns |
| Compliance | Law 25 privacy impact assessment, or CDP filing in Senegal |
| Availability | 99.5 % target during office hours |
Mini case study
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Me Tremblay, head notary of a 14-person office in Montreal, signs 1,800 deeds a year. A clerk's loaded cost is about USD 30 an hour. The 2,250 hours freed are worth USD 67,500 a year. With a full project at USD 40,000 and USD 4,000 annual maintenance, the net annual gain is USD 63,500, before counting the extra deeds the office can handle without hiring. The payback is under 8 months. In Dakar, with lower wages (3,800 FCFA an hour), the same project pays back in under 18 months thanks to the additional deeds absorbed.
FAQ
Do templates reflect local law?
Yes, company templates follow the applicable corporate law (Quebec, federal, or OHADA in West Africa), and property deeds follow local land law. The office validates each of the 120 templates before go-live.
Can we migrate our old Word deeds?
Yes, 5 to 10 years of deeds can be migrated and indexed by party, type and date. Allow USD 2,500 to 5,000 depending on volume.
What happens when tariffs change?
Fee and duty scales are configurable by the office. Maintenance covers updates at no extra cost, up to 4 changes a year.
Does it work during an internet outage?
Yes, local mode keeps drafting going. Sync happens automatically within minutes once the connection is back.
How long does training take?
Two half-days for clerks and half a day for accounting. A 4-week support period follows go-live.
Let's scope your project. Tell us your annual deed volume, deed types and current tools: we will price a scope between USD 20,000 and 50,000, delivered in 3 to 6 months. 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.
