The verdict in three sentences
A notary office does not need to replace its deed drafting software, which remains the core of production and costs EUR 150 to 300 per seat per month. The gain lies in a custom client portal at EUR 20,000-45,000 (about USD 22,000-50,000), connected to that software, which shows the progress of property sale files and cuts incoming calls by about 40 %. The non-negotiable condition is certified hosting and encryption of documents matching the sensitivity of deeds.
Market software, add-on or custom portal: 2026 prices
Specialised vendors cover drafting, fee accounting and filings. Their client areas often remain generic: minimal status, little customisation, no structured document upload. Here are 2026 orders of magnitude for an 18-person office, with 12 production seats, whether in Lyon or Montreal (amounts excluding tax).
| Option | Upfront cost | Annual cost | Timeline | Client experience |
|---|---|---|---|---|
| Drafting software only (12 seats) | EUR 2,000 to 5,000 | EUR 21,600 to 43,200 | Already in place | No online tracking |
| Vendor client-area add-on | EUR 1,000 to 3,000 | EUR 2,400 to 6,000 | 1 month | Generic statuses |
| Connected custom client portal | EUR 20,000 to 45,000 | EUR 3,000 to 6,000 | 3 to 4 months | Sale milestones, documents, messaging |
| E-signature and exchange platform only | EUR 500 to 1,500 | EUR 1,800 to 4,800 | 2 weeks | Partial |
| Status quo phone and email | EUR 0 | Hidden cost: 10 to 15 h/week of assistant time | Immediate | Poor |
The custom portal replaces nothing: it sits on top of the drafting software through an API or scheduled exports and only shows clients what the office chooses to publish.
What the portal must include and its security level
A property sale file goes through 8 to 10 milestones between the preliminary contract and delivery of title. Every invisible milestone triggers a call or an email. The portal must make them readable without exposing sensitive information.
| Component | Function | Security requirement | Share of budget |
|---|---|---|---|
| Sale milestone tracking | Preliminary contract, pre-emption checks, financing, signing | Statuses published manually or by rule | 25 % |
| Document upload | Inspections, ID, mortgage offer | Encryption at rest and in transit, antivirus | 20 % |
| Secure messaging | Exchanges outside email | Logging, controlled retention | 15 % |
| Authentication | Access for sellers, buyers, agents | Mandatory two-factor | 10 % |
| Drafting software connector | File synchronisation | Read-only technical account | 20 % |
| Certified hosting | Data kept in-country | Certified host per local requirements | 10 % |
Budget EUR 2,500 to 5,000 per year for certified in-country hosting with daily backups and a recovery plan. That is the line you should not cut.
Mini case study
Maitre Tremblay, partner at an 18-person notary office in Montreal, handles about 260 sales per year. The front office receives 120 follow-up calls per week, averaging 6 minutes each, or 12 hours weekly. Over 46 weeks, that is 552 hours, valued at EUR 38 per hour: EUR 20,976 per year.
With a custom portal at EUR 32,000 and EUR 4,500 of annual hosting and maintenance, a 40 % drop in calls frees 221 hours, or EUR 8,400 per year. Direct financial payback is around 4 years, but the office also speeds up document collection: 6 days on average instead of 15, which brings signings and cash forward.
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FAQ
Do we need to change drafting software to get a client portal?
No. The portal connects to the existing software through an API or scheduled export. The connector is about 20 % of the budget, or EUR 4,000 to 9,000.
How long does the project take?
Allow 3 to 4 months: 3 weeks of scoping with a lead notary and a lead clerk, 8 to 10 weeks of development and 3 weeks of testing on 20 pilot files.
Where are client documents hosted?
In-country, with a certified host, file encryption and two-factor authentication. Annual hosting runs between EUR 2,500 and 5,000.
Do clients actually use this kind of portal?
In equipped offices, 60 to 75 % of buyers log in at least once, mostly to upload documents. Follow-up calls drop by about 40 % from the third month.
Can partner real estate agencies access the portal?
Yes, with rights limited to the files they bring in. This extra profile usually adds EUR 3,000 to 6,000 to the project.
Let's scope your project. Tell us your drafting software, file volume and the milestones to display, and we will price a secure client portal between EUR 20,000 and 45,000, delivered in 3 to 4 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.
