The verdict in three sentences
Off-the-shelf deed drafting software for notaries and conveyancing firms is solid and costly to replace: the 2026 question is about what it does poorly, namely file tracking and client relationship. A custom module at 20,000 to 45,000 EUR excl. VAT, connected to your drafting software, adds a document upload portal, automatic reminders and a dashboard per partner. Offices that deployed one cut the average time to signing by about 15 days, which speeds up fee collection.
In Dublin, where conveyancing timelines are often longer and development rates comparable to western Europe, the same budget range applies and the time savings are usually larger.
Where time is lost in a 22-person office
On a standard property sale, the time between the preliminary contract and completion is around 90 days. Much of that delay does not depend on the office but on collecting documents: surveys, civil status records, title deeds, loan offers, planning documents. Clerks spend hours on the phone and email chasing them.
| Task (office with 3 partners, 22 staff) | Estimated weekly time | Estimated annual cost |
|---|---|---|
| Chasing clients and agents for documents | 25 to 35 h | 35,000 to 49,000 EUR |
| Answering "where is my file?" calls | 15 to 20 h | 21,000 to 28,000 EUR |
| Filing and renaming documents received by email | 8 to 12 h | 11,000 to 17,000 EUR |
| Tracking deadlines (pre-emption, loan conditions) on spreadsheets | 4 to 6 h | 6,000 to 8,500 EUR |
| Partner reporting (open files, delays) | 2 to 4 h | 3,500 to 7,000 EUR |
| Total low-value time | 54 to 77 h | 76,500 to 109,500 EUR |
2026 order of magnitude, based on an average loaded cost of 27 EUR per hour for a clerk.
Custom build or vendor add-ons: the comparison
Vendors offer add-on modules (client area, e-signature, tracking). They work if your organisation fits their model. Custom development takes over when the office wants its own client journey, specific reminder rules or integration with partner estate agents.
| Criterion | Vendor add-on modules | Custom module |
|---|---|---|
| Upfront investment | 2,000 to 8,000 EUR | 20,000 to 45,000 EUR excl. VAT |
| Recurring cost | 150 to 400 EUR/month per module | 250 to 600 EUR/month (hosting, maintenance) |
| 5-year cost | 11,000 to 32,000 EUR | 35,000 to 81,000 EUR |
| Client journey in the office's branding | Limited | Complete |
| Configurable automatic reminders | Basic | Per deed type and per document |
| Access for partner agents and brokers | Rare | Possible, with dedicated rights |
| Indicators per partner and deed type | Standard | Your own KPIs |
| Time to go live | 2 to 6 weeks | 3 to 5 months |
Custom costs more on paper. It is justified when it frees at least half a clerk position and clearly shortens timelines.
The building blocks of an effective tracking module
| Component | Indicative budget excl. VAT | Measurable effect |
|---|---|---|
| Client document upload portal (checklist per deed) | 7,000 to 14,000 EUR | -60 % document emails |
| Automatic email and SMS reminders | 3,000 to 7,000 EUR | -10 to 15 days on collection |
| Progress tracker visible to the client | 3,000 to 6,000 EUR | -50 % incoming calls |
| Access for estate agents and brokers | 4,000 to 8,000 EUR | Loan offers received earlier |
| Partner dashboard | 3,000 to 6,000 EUR | Real-time view of delays |
| Connector with the drafting software | 4,000 to 9,000 EUR | Zero re-keying |
Hosting is in the EU, with strong client authentication and access logging, in line with professional secrecy and GDPR.
Mini case study
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Laurent, partner in a 3-partner, 22-staff notary office, signs about 900 deeds a year, including 520 property sales. Average fee per sale: 4,200 EUR excl. VAT.
He invests 32,000 EUR in a client portal with automatic reminders and agent access. Incoming calls halve and manual chasing drops by 60 %, freeing about 30 hours a week, or 42,000 EUR of clerk time redirected to production. Average time to signing falls from 95 to 80 days, bringing forward the collection of about 2.2 million EUR in fees by 15 days over the year. The office also handles 8 % more files without hiring. Year 1 cost including maintenance: 37,000 EUR. Payback: under 11 months.
FAQ
Do I need to replace my deed drafting software?
No. The custom module connects to your current solution and leaves drafting untouched. You protect your templates and habits for a limited investment of 20,000 to 45,000 EUR excl. VAT.
Does the client portal meet professional requirements?
It is hosted in the EU, with two-factor authentication, document encryption and access logs. Rights are set per file, and a security audit is run before launch for 1,500 to 3,000 EUR.
Will older clients use the portal?
In equipped offices, 70 to 80 % of clients upload at least one document online. The others keep using email or meetings, and the clerk uploads the document for them into the same file.
How long until go-live?
Allow 3 to 5 months: 3 weeks of scoping, 8 to 12 weeks of development, then a pilot with one partner before rollout. A September start means you are operational before the year-end signing peak.
What maintenance should I plan for?
A plan of 250 to 600 EUR a month covers hosting, security updates and small changes. Major new features are quoted separately.
Let's scope your project. Mapping of your deed types, client portal, reminders and drafting software connector, budget 20,000 to 45,000 EUR excl. VAT, live in 3 to 5 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.
