The verdict in three sentences
For deed drafting, specialist vendors such as Genapi or Fichorga remain essential: deed libraries, links with the Chamber of Notaries, the profession's network and electronic filing are out of reach for a standalone build. The real gap lies in case tracking and client communication, where standard modules still generate 40 to 60 calls a day in an 18-person office. The right 2026 architecture combines the vendor for production with a custom client portal at EUR 15,000 to 40,000 excluding VAT for real-time tracking.
What notary software vendors really cost
Licences are billed per seat per month, with extra modules for accounting, document management and remote electronic signature. For 18 staff, the annual bill quickly exceeds EUR 40,000.
| Cost item (18-person office) | Genapi (iNot) | Fichorga | Comment |
|---|---|---|---|
| Drafting licence per seat per month | EUR 180 to 300 | EUR 150 to 250 | Depends on modules and contract age |
| Annual licence cost (14 drafting seats) | EUR 30,000 to 50,000 | EUR 25,000 to 42,000 | Excluding formalities and reception |
| Client area module | Option, EUR 2,000 to 6,000 per year | Option or partner | Standardised features |
| Remote electronic signature | Included or option | Included or option | Required by the profession |
| Customisation of tracking stages | Low | Low | Limited configuration |
| Setup and training | EUR 5,000 to 15,000 | EUR 4,000 to 12,000 | 2 to 4 months |
These amounts are 2026 orders of magnitude gathered from offices of 10 to 30 people; exact prices depend on negotiation.
Custom or vendor: who does what?
| Function | Off-the-shelf vendor | Custom portal |
|---|---|---|
| Deed drafting and templates | Yes, essential | No |
| Electronic filing and land registry | Yes | No |
| Tracking 400 sales by stage | Internal list | Visual dashboard, delays flagged |
| Client updates (preliminary contract, pre-emption, mortgage, signing) | Generic notifications | SMS and email at each stage, in plain language |
| Document collection (surveys, civil status, loan offer) | Simple upload | Missing documents per file, automatic reminders |
| Access for estate agents and brokers | Rare | Partner area with limited rights |
| Turnaround statistics by deed type | Basic | Average contract-to-completion time, bottlenecks identified |
The custom portal reads vendor data (API or scheduled exports) and never writes into deeds. Professional secrecy is protected by strong authentication and in-country hosting.
Custom portal budget
| Tier | Scope | Timeline |
|---|---|---|
| EUR 15,000 | Stage-by-stage tracking, SMS and email notifications to clients | 8 to 10 weeks |
| EUR 25,000 | + document collection, automatic reminders, estate agent area | 12 to 14 weeks |
| EUR 40,000 | + turnaround statistics, signing appointment booking, multi-office | 16 to 20 weeks |
| Maintenance and hosting | Certified hosting in France or the EU | EUR 200 to 500 per month |
| SMS | Client notifications | EUR 0.05 to 0.08 per SMS |
Mini case study
Maître Lefèvre, partner at an 18-person notary office, tracks 400 property sales in progress. Reception and clerks spend 2.5 hours a day answering calls about file progress, about 600 hours a year. At a loaded cost of EUR 38 per hour, that is EUR 22,800 a year. With a EUR 25,000 portal and EUR 350 monthly maintenance, call volume drops by 60% in observed practice: EUR 13,700 saved per year, plus files closed 8 to 10 days faster thanks to document reminders. Payback comes between 18 and 24 months, faster if the office handles more deeds with the same headcount.
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FAQ
Can Genapi or Fichorga be replaced by custom software?
Not reasonably. Connections to electronic filing and deed libraries require accreditations and years of development. Custom software works as a complement, for EUR 15,000 to 40,000.
Is the portal compatible with professional secrecy?
Yes: two-factor authentication, encryption, in-country hosting and an access log. Clients only see their own files and no document is shared without clerk approval.
How long does deployment take?
Between 8 and 20 weeks depending on the tier. The 400 active files are imported automatically from the vendor in 1 to 2 weeks.
Can estate agents follow the sales?
Yes, through a partner area showing only key stages: preliminary contract signed, pre-emption cleared, loan approved, signing date. This removes 20 to 30% of the remaining calls.
What is the total annual cost?
For the EUR 25,000 tier, allow about EUR 4,200 of maintenance and EUR 1,000 to 2,000 of SMS per year, while vendor licences remain unchanged.
Let's scope your project. Tell us your vendor, file volume and the stages to track: we will price the portal, indicative budget and go-live timeline. 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.
