The verdict in three sentences
A custom solution for a Dublin notary practice costs, in 2026, between 45,000 and 100,000 EUR net, delivered in 5 to 8 months, with deed management, scheduling, a secure client portal and a qualified electronic signature. The qualified signature cuts signing delays from several days to a few hours and secures the deed legally. EU hosting and GDPR compliance are non-negotiable, with 10 to 15 %/year maintenance.
What a custom notary solution covers
The core deed-drafting tool remains central. Custom software smooths everything around it: document collection, file tracking, client relations and remote signing, often poorly handled by off-the-shelf tools.
| Function | Without dedicated tool | With custom 2026 |
|---|---|---|
| Client document collection | Email / post | Secure portal + auto reminders |
| Deadline tracking | Paper/Excel diary | Automated schedule + alerts |
| Deed signing | On-site required | Qualified remote signature |
| Signing delay | 3-8 days | A few hours |
| Client communication | Phone/email | Traceable client space |
| Archiving | Paper + scattered scans | Compliant DMS + timestamping |
Cost, timeline and budget lines 2026
The budget varies with the number of functions and the requirement for a qualified signature (eIDAS qualified level), which involves a certified trust service provider.
| Scope | Net budget 2026 | Timeline | Maint./yr |
|---|---|---|---|
| File management + scheduling | 45,000 - 60,000 EUR | 5 months | 10 % |
| + Secure client portal | 60,000 - 78,000 EUR | 6-7 months | 12 % |
| + Qualified electronic signature | 78,000 - 100,000 EUR | 7-8 months | 15 % |
| Qualified signature certificate/provider | 3,000 - 8,000 EUR/yr | - | - |
| EU hosting + backups | 3,000 - 7,000 EUR/yr | - | - |
Mini case study
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Ms. Doyle, associate notary at a 14-person practice in Dublin, processes 900 deeds/year. Each deed involves on average 2 hours of administrative coordination (document chasing, scheduling, signatures). A portal with automatic reminders and qualified signature cuts that by 35 %, i.e. 0.7 hours per deed: 900 x 0.7 = 630 hours/year saved. Valued at 40 EUR/hour loaded cost, that is 25,200 EUR/year. Against a 90,000 EUR build plus 12,000 EUR maintenance, the return, combined with faster turnaround and client satisfaction, materialises in roughly 4 years, with immediate impact on capacity to absorb more files.
FAQ
Is a qualified electronic signature valid for a notarial deed? Yes, within the framework of the electronic authentic act and applicable rules. We integrate an eIDAS qualified trust provider to guarantee evidential value.
Where is the data hosted? Exclusively in the European Union, with encryption, access logging and encrypted backups. This is mandatory given GDPR and data sensitivity.
Does it replace my deed-drafting software? No. Custom software wraps around your core tool and smooths client relations, collection and signing, where you lose time.
How long to deploy? From 5 to 8 months depending on scope. A file + scheduling core can ship in 5 months for a quick first win.
What recurring budget should I plan? Count maintenance (10-15 %), the signature certificate (3,000-8,000 EUR/yr) and EU hosting (3,000-7,000 EUR/yr).
Let's scope your project. Share your deed volume, core tool and remote-signing needs for a tailored estimate. 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.