The verdict in three sentences
A 14-person architecture practice that bills by MOP law phases without tracking time spent often loses money in PRO, DET and AOR without realising it. Custom practice management software costs EUR 15,000 to 35,000 excl. VAT and ships in 10 weeks, versus EUR 35 to 70 per user per month for an off-the-shelf licence. The real gain comes from contract amendments negotiated on time and better-calibrated fees on the next competitions.
Hidden profitability phase by phase
The MOP law, now part of the French Public Procurement Code, splits the core assignment into phases: sketch design (ESQ), outline design (APS), detailed design (APD), technical design (PRO), tender assistance (ACT), design review (VISA), works supervision (DET) and handover assistance (AOR). Fees are allocated by phase in the contract, but hours almost never are.
By logging time per project and per phase, the practice sees where its margins go. Here is a 2026 order of magnitude for a public building with EUR 4.5 million of works, EUR 200,000 excl. VAT of fees and a loaded production cost of EUR 65 per hour.
| Phase | Share of fees | Fees excl. VAT | Actual hours | Actual cost | Margin |
|---|---|---|---|---|---|
| ESQ | 5% | EUR 10,000 | 120 h | EUR 7,800 | +22% |
| APS | 10% | EUR 20,000 | 260 h | EUR 16,900 | +16% |
| APD | 15% | EUR 30,000 | 420 h | EUR 27,300 | +9% |
| PRO | 18% | EUR 36,000 | 610 h | EUR 39,650 | -10% |
| ACT | 5% | EUR 10,000 | 140 h | EUR 9,100 | +9% |
| VISA | 7% | EUR 14,000 | 190 h | EUR 12,350 | +12% |
| DET | 32% | EUR 64,000 | 1,150 h | EUR 74,750 | -17% |
| AOR | 8% | EUR 16,000 | 300 h | EUR 19,500 | -22% |
| Total | 100% | EUR 200,000 | 3,190 h | EUR 207,350 | -4% |
The project looks profitable up to APD, then tips over. DET overruns usually come from a site extended by 4 to 6 months, exactly the case where an amendment is justified, provided it is documented with hours.
What the software must handle
| Module | Function | Budget excl. VAT |
|---|---|---|
| Time logging | Weekly timesheet per project and phase, mobile | EUR 3,000 to 6,000 |
| Hour budget per phase | Alerts at 80% and 100% of budget | EUR 2,500 to 5,500 |
| Fee invoicing | Progress invoices per phase, price indexation, e-invoices | EUR 3,500 to 8,000 |
| Amendments and additional assignments | History, hour evidence, OPC, EXE | EUR 2,000 to 5,000 |
| Dashboards | Profitability by project, phase and team member | EUR 2,500 to 6,500 |
| Migration of live projects, training | 14 users | EUR 1,500 to 4,000 |
| Total | EUR 15,000 to 35,000 |
E-invoicing, mandatory on receipt for all French companies since September 2026, goes through your certified platform; the software sends invoices to it in the right format.
Off-the-shelf licence or custom build
| Criterion | Off-the-shelf licence | Custom build |
|---|---|---|
| Entry cost | EUR 0 to 2,000 setup | EUR 15,000 to 35,000 excl. VAT |
| Annual cost (14 users) | EUR 5,880 to 11,760 excl. VAT | EUR 2,500 to 5,000 excl. VAT maintenance |
| 5-year cost | EUR 29,400 to 60,800 excl. VAT | EUR 27,500 to 60,000 excl. VAT |
| MOP phases and additional assignments | Often generic, to adapt | Modelled on your contracts |
| Links to your tools (BIM, accounting) | Standard connectors | Built to order |
| Time to start | 2 to 4 weeks | 10 weeks |
| Data and code ownership | Exportable data | Code and data are yours |
Over five years, both options cost about the same. A licence suits a practice that accepts a generic model; custom is justified when you do a lot of public work with co-contractors, frequent amendments and OPC or EXE assignments to track separately.
Mini case study
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Gaëlle, managing architect of a 14-person practice in Rennes, bills EUR 1.6 million of fees a year, 70% of it in public contracts. By tracking hours per phase, she documents three amendments in DET and AOR and recovers 3% of her fees, EUR 48,000 a year. Preparing monthly progress invoices drops from 5 days to 1.5 days, about EUR 14,000 of time freed per year at EUR 40 an hour. For a EUR 26,000 excl. VAT project and EUR 4,000 of maintenance, the EUR 62,000 annual gain pays back the investment in 5 to 6 months.
FAQ
Will architects really log their time?
Yes, if it takes less than 5 minutes a week and the figures are shared back with them. Practices that share the profitability dashboard reach 90% of timesheets completed.
Does the software handle co-contracting?
Yes, it splits fees between the lead firm and co-contractors (engineers, cost consultant, landscape architect) and tracks each one's invoices. This module adds EUR 2,000 to 4,000 excl. VAT.
Can the data be reused for competition bids?
Yes, the history of hours per phase and building type helps price bids. Practices that do so adjust their fee rates by 0.5 to 1 point.
How long does it take to start?
Ten weeks from scoping to go-live, including migration of live projects. Training 14 people fits in half a day.
Does it replace our accounting software?
No, it exports invoices and payments to your accountant. It covers project management and invoicing, not bookkeeping.
Let's scope your project. Send us your list of live projects and your invoicing model, and we will price a phase and fee tracking tool between EUR 15,000 and 35,000 excl. VAT, delivered in 10 weeks. 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.