The verdict in three sentences
Vertical conveyancing software (30 to 90 EUR per user per month) covers deed drafting but leaves client exchanges scattered across email, paper and post. A custom client portal + document management at 45,000-90,000 EUR centralises documents, qualified e-signature, a digital vault and matter tracking. The measurable result: 4 to 8 hours saved per matter, in a practice handling several hundred a year.
Cost per module
| Module | Scope | 2026 order of magnitude |
|---|---|---|
| Client portal & document upload | Secure upload, tracking | 9,000 - 16,000 EUR |
| Document management & auto-filing | Indexing, search | 8,000 - 15,000 EUR |
| Qualified e-signature | eIDAS, signing folder | 7,000 - 13,000 EUR |
| Digital vault | Evidential archiving | 6,000 - 12,000 EUR |
| Filing integration / connectors | Digital exchanges | 6,000 - 14,000 EUR |
| V1 total | 36,000 - 70,000 EUR |
Hours saved per matter
| Matter step | Before (h/matter) | After | Saved |
|---|---|---|---|
| Document collection | 2.5 h | 0.6 h | 1.9 h |
| Verification & chasing | 1.8 h | 0.5 h | 1.3 h |
| Signature flow | 2.2 h | 0.4 h | 1.8 h |
| Archiving & client delivery | 1.5 h | 0.4 h | 1.1 h |
| Per matter total | 8.0 h | 1.9 h | 6.1 h |
Across 400 matters a year, 6.1 hours saved is 2,440 hours; at a loaded cost of 40 EUR/h, that is roughly 97,600 EUR/year of freed capacity.
Mini case study
Aoife, a partner at a 3-solicitor, 9-staff conveyancing practice in Dublin, handles 400 matters a year. She invests 58,000 EUR in a client portal with document management, qualified e-signature and a digital vault. Saving 6.1 hours per matter valued at 40 EUR, the practice frees 97,600 EUR of annual capacity, redeployed to more matters. The portal pays back in under eight months, and measured client satisfaction rises 18 points thanks to online tracking.
FAQ
Is qualified e-signature recognised for conveyancing documents?
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Qualified eIDAS signature carries the highest legal value. Its use depends on the document type and applicable framework; the tool must integrate with existing legal workflows.
Does custom replace the deed-drafting software?
No: the vertical software remains the drafting core. The custom portal handles the client relationship, document management and exchanges, connected via API to avoid double entry.
What is the deployment timeline?
A V1 with portal + document management + signature takes 10 to 16 weeks. Filing integration and the digital vault add 2 to 4 weeks.
How do we ensure compliance and evidential retention?
Regional hosting, an evidential vault, timestamping and access logging. Retention periods are configured to the practice's obligations.
What annual maintenance budget?
Budget 12 to 18% of the build cost, i.e. 4,300 to 10,500 EUR/year for a 58,000 EUR portal, hosting and enhancements included.
Let's scope your project. Notary client portal, document management, qualified e-signature and digital vault with filing integration, indicative budget 45,000 to 90,000 EUR, V1 in 10 to 16 weeks. 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.
