The verdict in three sentences
A notary office in Abidjan with 5 to 25 staff that runs its files, deeds and client escrow accounting on separate tools wastes time and takes a risk with client funds. Notarial software imported from France is built for French law and procedures, and adapting it to OHADA law and Ivorian formalities is often impossible or very expensive. Custom software (10,000,000 to 20,000,000 FCFA, about 15,250 to 30,500 EUR, delivered in 4 to 6 months) becomes the safest option once the office handles more than 40 files a month. The same logic applies to notary and conveyancing practices in Dubai or London whose workflows do not fit packaged software.
Imported software, spreadsheets or custom
The principal notary usually compares three situations: carrying on with Word and Excel, buying software designed for French offices, or having a tool built around their own procedures (property sale with land title, OHADA company formation, estates, mortgage loans).
| Criterion (2026 order of magnitude) | Spreadsheets and word processing | Notarial software imported from France | Custom software |
|---|---|---|---|
| Upfront cost | Almost nil | Licences and adaptation: 8,000,000 to 25,000,000 FCFA, if the vendor agrees | 10,000,000 to 20,000,000 FCFA |
| Monthly cost | 0 FCFA | 40,000 to 90,000 FCFA per seat | 200,000 to 400,000 FCFA (maintenance and hosting) |
| OHADA and Ivorian deed templates | Copied Word files | French templates, to be rewritten | Library designed with the office |
| Local formalities (registration, land registry, investment agency) | Tracked from memory | Not provided | Steps and deadlines built in |
| Client escrow accounting | Spreadsheet, error-prone | French chart of accounts | Client accounts per file, bank reconciliation |
| Disbursements and fees | Manual calculation | French fee scale | Ivorian fee scale configured |
| Local support | None | From Europe, time difference | Team reachable in West Africa |
The most sensitive topic is escrow accounting: every franc a client pays for a sale or fees must be allocated to its file, then paid out with supporting documents. A shared spreadsheet offers neither traceability nor access control.
5-year cost for an office with 15 staff
2026 estimates excluding tax, for 15 user seats and about 60 new files a month.
| 5-year line item | Spreadsheets and Word | Adapted imported software | Custom software |
|---|---|---|---|
| Upfront investment | 0 FCFA | 18,000,000 FCFA | 15,000,000 FCFA |
| Licences or maintenance | 0 FCFA | 59,400,000 FCFA (66,000 FCFA per seat per month) | 18,000,000 FCFA (300,000 FCFA per month) |
| Training | 0 FCFA | 2,500,000 FCFA | 1,500,000 FCFA |
| Time lost re-keying data (estimate) | 54,000,000 FCFA | 15,000,000 FCFA | 9,000,000 FCFA |
| Cost of an escrow error (average risk) | High | Medium | Low |
| Quantifiable 5-year total | 54,000,000 FCFA (82,300 EUR) | 94,900,000 FCFA (144,700 EUR) | 43,500,000 FCFA (66,300 EUR) |
Time lost is based on 6 hours of re-keying per staff member per month, at a loaded cost of 10,000 FCFA per hour for the spreadsheet setup. Spreadsheets look free, but they cost more than custom software from year three.
Modules of custom notarial software
| Module | Function | Share of budget |
|---|---|---|
| File management | Opening, parties, assets, documents, status, deadlines | 20% |
| Deed templates | OHADA and Ivorian law library, automatic data merge | 20% |
| Disbursements and fees | Fee scale, formality costs, invoices, deposits | 15% |
| Escrow accounting | Accounts per file, receipts, payments, reconciliation | 25% |
| Archiving and register | Scanned originals, search, chronological register | 10% |
| Permissions and audit log | Notary, clerk and accountant roles, action log | 10% |
A client update module by SMS or WhatsApp (file progress, missing documents) can be added for 1,500,000 to 3,000,000 FCFA. It sharply reduces inbound calls from clients asking about their file.
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Maître Kouassi, principal notary of an office in the Plateau district of Abidjan, employs 14 staff and opens about 55 files a month. Each clerk spends nearly 8 hours a month re-keying information between Word, Excel and the accounting software. She orders custom software at 14,000,000 FCFA, with 280,000 FCFA of monthly maintenance.
The time saved is about 6 hours per staff member per month, i.e. 84 hours. At 10,000 FCFA per hour, that is 840,000 FCFA a month, or 10,080,000 FCFA a year. After maintenance, the project pays back in about 25 months, not counting the reduced risk on escrow funds.
FAQ
Can French notarial software be adapted to OHADA law?
Technically yes, but most vendors decline or charge 5,000,000 to 15,000,000 FCFA for the adaptation, with no maintenance guarantee. The chart of accounts and formalities remain designed for France.
How long does development take?
Allow 4 to 6 months, including 3 to 4 weeks of workshops with the notary and clerks to formalise procedures. Migrating files in progress takes another 2 to 4 weeks.
Can the office's data stay in Côte d'Ivoire?
Yes, the software can be hosted with an Ivorian provider or on a server in the office, with encrypted off-site backup. Côte d'Ivoire's 2013 personal data law applies, with a declaration to the ARTCI regulator.
How is escrow accounting secured?
Every movement is linked to a file, approved according to defined permissions and recorded in a tamper-proof log. Monthly bank reconciliation flags any difference greater than 1 FCFA.
What does monthly maintenance include?
At 200,000 to 400,000 FCFA a month, it covers hosting, backups, bug fixes, fee scale updates and a few hours of enhancements. New modules are quoted separately.
Let's scope your project. Tell us your office size, deed types and current tools: we will price the software, data migration and a 4 to 6 month plan. 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.
