The verdict in three sentences
A bespoke permanent-file management tool costs between 22,000 and 45,000 EUR in London in 2026, versus 80 to 150 EUR/user/month for an off-the-shelf vertical solution. Bespoke becomes worthwhile beyond 12 staff and when the document store, the tax deadline calendar and validation workflows must match your exact processes. Below that, a Pennylane, ACD or Cegid-style licence deploys faster with less risk.
What a permanent-file tool covers
The permanent file gathers everything that does not change year to year: articles of association, registration, leases, contracts, powers of attorney, tax and payroll history. A serious tool adds an indexed document store, an automated tax deadline calendar (VAT, corporation tax, returns) and per-staff deadline alerts.
| Module | Bespoke (included) | Vertical licence |
|---|---|---|
| Full-text indexed document store | Yes, free structure | Yes, imposed structure |
| Automated tax deadline calendar | Yes, custom rules | Yes, standard rules |
| Multi-level validation workflow | Yes, on your process | Partial |
| Client document upload portal | Yes | Paid option |
| Tax authority connector | Per scope | Yes, native |
| Initial setup cost | Included | 1,500 to 6,000 EUR |
The real 3-year maths
Head to head, the gap depends mostly on user count. Here is a 2026 order of magnitude for a 15-staff firm, excluding annual maintenance of the bespoke build (estimated at 15-18 % of build cost).
| Line item | Bespoke | Pennylane / ACD / Cegid |
|---|---|---|
| Build or setup | 33,000 EUR | 4,000 EUR |
| 15-user subscription / month | 0 EUR | 1,650 EUR (110 EUR/user) |
| Smoothed monthly cost | 458 EUR (build/72 months) | 1,650 EUR |
| 3-year total | 49,400 EUR | 63,400 EUR |
| Code ownership | You | Vendor |
| Data reversibility | Full | Limited |
Mini case study
Marc, partner at a 15-staff accounting firm in London. He currently pays 110 EUR/user/month, i.e. 19,800 EUR/year in licences, with an overly rigid document store that costs time at every close. A bespoke tool at 33,000 EUR plus 5,500 EUR/year maintenance works out to roughly 17,400 EUR/year smoothed over 3 years. Annual saving: 2,400 EUR, plus an estimated 6 hours/week/staff gained on document retrieval, equivalent to a recovered half-time role across the year.
FAQ
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How much does a bespoke permanent-file tool really cost in London in 2026?
Expect 22,000 to 45,000 EUR depending on scope (document store only vs store + calendar + client portal). Annual maintenance runs 15 to 18 % of build cost.
What is the go-live timeline?
Between 4 and 6 months for full scope, with a first usable document-store version within 8 to 10 weeks. Migrating the document history is usually the longest step.
From how many staff is bespoke worthwhile?
The threshold sits around 12 users. Below that, a vertical licence subscription stays cheaper than amortising a build.
Can the tool connect to the tax authority and to production accounting software?
Yes, via EDI or API connectors. Cost and timeline depend on the production software (Cegid, ACD, Sage) already in place.
Who owns the data and the code?
With bespoke, you own the source code and full data reversibility. With a licence, export is possible but often limited in format.
Let's scope your project. Tell us your headcount, your current production software and the document-store/calendar scope you want: we'll frame an indicative budget of 22,000 to 45,000 EUR. 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.
