The verdict in three sentences
An accounting practice with 30 staff that never compares the engagement letter budget with time actually spent typically leaks 8 to 12% of its fees. In Dublin, a custom module connected to the production software costs EUR 40,000 to 90,000 excl. VAT and usually pays for itself in under 18 months. SaaS add-ons at EUR 20-45 per user per month are fine to start with, but they quickly hit limits on complex fixed fees and out-of-scope work.
Why client profitability slips through the net
In a 900-client practice, the engagement letter sets an annual fixed fee (bookkeeping, year-end accounts, CT1 and Form 11 returns, payroll) while time is logged in a separate tool, when it is logged at all. The partner discovers at year end that 15 to 20% of clients are loss-making, without the evidence to discuss it with them. Extra work (chasing documents, VAT corrections, Revenue queries) is not billed because nobody links it to the signed scope.
| Indicator (30-person practice, 900 clients) | No integrated tool | With budget vs actual module |
|---|---|---|
| Timesheet completion rate | 55 to 70% | 90 to 95% |
| Loss-making clients spotted during the year | under 10% | 80 to 90% |
| Out-of-scope fees billed | 1 to 2% of revenue | 6 to 9% of revenue |
| Fixed-fee review cycle | 12 months | quarterly |
| Time to prepare a portfolio review | 3 to 4 days | 2 hours |
| Unsigned or outdated engagement letters | 15 to 25% | under 3% |
These 2026 orders of magnitude come from comparable projects in 20 to 50-person practices in Ireland and Western Europe.
Custom build vs SaaS add-on: 2026 cost comparison
| Option | Upfront cost | Annual running cost (30 users) | Main limits |
|---|---|---|---|
| Entry-level SaaS add-on | EUR 0 to 2,000 | EUR 7,200 (EUR 20/user/month) | no per-engagement budget, manual export |
| Advanced SaaS add-on | EUR 3,000 to 8,000 | EUR 16,200 (EUR 45/user/month) | standard fees only, few rebilling rules |
| Custom core module | EUR 40,000 to 55,000 | EUR 5,000 to 8,000 maintenance | engagement letters + timesheets |
| Full custom module | EUR 70,000 to 90,000 | EUR 9,000 to 13,000 maintenance | includes production and billing connector |
| Connector to production software only | EUR 9,000 to 18,000 | included in maintenance | depends on vendor APIs |
The full module covers four building blocks: engagement letters generated from templates aligned with Chartered Accountants Ireland guidance, mobile and desktop time entry, a budget vs actual dashboard per client and per staff member, and a two-way connector with the production software to pull clients and push fees to bill. Allow 4 to 6 months, including 4 weeks to collect existing fee arrangements. Dublin day rates run roughly 50% above Rennes, which explains the higher range.
What drives the budget
| Factor | Price impact | Comment |
|---|---|---|
| Number of engagement letter templates | +EUR 4,500 to 12,000 | beyond 10 templates |
| Built-in e-signature | +EUR 4,000 to 7,500 | plus provider subscription |
| Offline mobile time entry | +EUR 6,000 to 10,000 | useful for on-site work |
| Partner dashboards | +EUR 4,500 to 9,000 | profitability per partner and team |
| 3 years of historical data migration | +EUR 3,000 to 7,500 | essential for comparisons |
| EU-hosted certified infrastructure | +EUR 2,000 to 6,000 per year | depending on client requirements |
Mini case study
Sarah, a partner in a 30-person practice in Dublin, bills EUR 3.6M in annual fees. She invests EUR 75,000 in a custom module plus EUR 11,000 a year in maintenance. In the first year the practice bills 8% more fees, i.e. EUR 288,000. Counting only half of that as a net effect (some clients negotiate), the gain is still EUR 144,000. The project pays back in about 7 months, and the quarterly fee review brings 70 loss-making clients back to break-even.
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FAQ
How much does time tracking software cost for an accounting practice in Dublin?
A SaaS add-on costs EUR 20 to 45 per user per month, i.e. EUR 7,200 to 16,200 a year for 30 people. A custom module requires EUR 40,000 to 90,000 upfront, then EUR 5,000 to 13,000 a year in maintenance.
Can it connect to our existing production software?
Yes in most cases, via API or scheduled exports. The connector alone costs EUR 9,000 to 18,000 and takes 3 to 5 weeks depending on vendor documentation.
How do we get staff to log their time?
Mobile entry in under 30 seconds plus an automatic daily reminder lifts completion from 60% to over 90% within two months. A budget vs actual view for each engagement manager also makes a big difference.
How long does a full project take?
Allow 4 to 6 months: 4 weeks of scoping, 10 to 14 weeks of development, then 4 weeks of testing and training. Going live at the start of a financial year makes comparisons easier.
Is the data GDPR compliant?
Yes: EU hosting, encryption at rest, access logs and per-client permissions. Budget EUR 2,000 to 6,000 a year for certified hosting.
Let's scope your project. Send us your headcount, engagement letter templates and production software, and we will price a EUR 40,000 to 90,000 module delivered in 4 to 6 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.
