Pricing and quotation guide
Client portal development cost
A client portal is easiest to price as a set of modules, because firms rarely need everything at once. Document requests and secure file exchange are usually the core; messaging, electronic signatures, payments and client dashboards can follow. Each module has its own build effort and, in some cases, a per-use fee from a third-party service. Pricing module by module also makes it easier to compare a custom portal with the portal features in practice-management software you may already pay for.
This page explains how client portal costs build up module by module.
Illustrative diagram
Client portal
- Core
- Client users
- Document requests
- Communication
- Messaging
- Notifications
- Transactions
- Signatures
- Payments
- Running
- Hosting and storage
- Service fees
Portal modules and what affects their cost
| Module | Effort depends on | Possible third-party fees |
|---|---|---|
| Sign-in and client users | Roles, client administrators, sign-in options | Identity service, if used |
| Document requests | Templates, reminders, review steps | Email delivery |
| Secure file exchange | File checks, filing rules, retention | Storage |
| Messaging | Threads per matter, notifications | Email or text delivery |
| Electronic signatures | Signing flow and records | Per-signature or per-user fees |
| Payments | Invoices, deposits, card or bank payments | Payment processing fees |
What drives the overall cost
- Modules chosen
- Each module adds screens, rules and testing.
- Integration with practice software
- Matters, clients and documents synchronised.
- Client organisation structure
- Multi-user clients and client administrators.
- Branding and accessibility
- Your branding, accessible design and testing.
- Security work
- Logging, file scanning and testing access controls.
Costs paid to third parties (separate from our fees)
- Hosting and file storage
- E-signature and payment service fees
- Email and text delivery
- Staff time for templates and client launch
Security testing of who can see which documents is essential and should be in the estimate, not added later.
Practice-software portal or custom
Portal included in your practice software
Suits you when
- It covers your request and signing needs
- Your clients find it easy to use
Watch out for
- Limited control over workflow and branding; fees may be per client or per user
Custom portal
Suits you when
- Your exchange process is distinctive
- Several systems must feed one client view
Watch out for
- Build cost and ongoing ownership
Custom layer over existing tools
Suits you when
- Existing storage and signing services work well
- Only the client-facing experience is lacking
Watch out for
- Integration upkeep as those services change
Example: phasing modules
Illustrative example — not a client case study
Situation: A small firm wants document requests, signatures, payments and messaging in its first portal.
- Document requests and secure uploads are built first, because chasing documents is the largest time cost.
- An existing e-signature service is connected in phase two rather than building signing.
- Payments stay with the current invoicing tool until volumes justify integration.
What this shows: The first phase targeted the biggest time cost and used existing services where they already worked. This example is illustrative.
Per-use fees add up
Electronic signature services, text messages and payment processing are often charged per use or per user. At low volumes these are small; across hundreds of clients each year they become a noticeable running cost. Estimate yearly volumes for each and include them in the comparison, whichever route you choose. Sometimes a simpler approval step inside the portal is enough instead of a formal signature service; take advice where documents legally require a particular form of signature.
Running a client portal
Each year
- Hosting, storage and backups
- Service fees for signatures, payments and messages
- Security updates and access testing
As you grow
- New request templates
- More client users
- Additional modules
People
- Client support
- Template ownership
- Periodic access reviews
Integration with practice software
Much of a portal's value depends on it reflecting your practice or case management software: clients, matters, deadlines and documents. If that software offers a documented API, integration is a contained piece of work; if it does not, data may need exporting on a schedule or entering twice, which limits the portal's usefulness. Check integration options before committing to a custom portal, and ask providers to price the integration separately so you can see its share of the total.
The integration is also the part most likely to need attention when the practice software updates.
Comparing portal quotations
Check that each quotation lists the modules included, the client user model, file security measures, access testing and client launch support. Ask how request templates are created and changed, and whether staff can do it without a developer. Compare per-use fees on a yearly basis, not per transaction.
Questions about client portal development cost
Why price a client portal by module?
So you can build the most valuable parts first and compare options fairly.
Which module should come first?
Usually document requests and secure uploads, where chasing costs most.
Are there per-use fees?
Signatures, text messages and payments are often charged per use or user.
Should we use our practice software's portal?
If it fits your process and clients find it easy, often yes.
Is security testing included in the cost?
It should be; testing who can see which documents is essential.
What does a client portal cost to run?
Hosting, storage, service fees, updates, support and access reviews.
Does integration with practice software add cost?
Yes; its effort depends on the software's API and should be priced separately.
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