The verdict in three sentences
A spreadsheet doesn't see the fee overrun until it's too late: it's the first margin leak of an architecture studio. Practice SaaS (EUR 25 to 55 per user per month) structures phase and time tracking and suffices under ~15 people. A custom tool (EUR 70,000 to 170,000 one-off) models your fee-by-stage logic and catches overruns early, meaning -15% unbilled time — the real gain.
What architecture software costs in 2026
| Option | 2026 cost | For whom |
|---|---|---|
| Spreadsheets + email | Zero licence, leaking margin | Avoid past 5 people |
| Per-user practice SaaS | EUR 25 to 55/user/month | 5 to 15 staff |
| Custom Kolonell | EUR 70k to 170k one-off | 15+ or specific need |
| Custom maintenance | 15%/yr: EUR 10.5k to 25.5k | All sizes |
For 15 staff, SaaS costs EUR 4,500 to 9,900/year; custom becomes relevant when fee-by-stage tracking or accounting integration fall outside the standard scope of market tools.
The scope of an architecture practice
| Module | 2026 detail | Impact |
|---|---|---|
| Phase tracking | Concept, schematic, design dev, tender, delivery | Clear progress per project |
| Fee-by-stage | Split across standardised mission stages | Fair billing |
| Time tracking | Time per project and per phase | -15% unbilled time |
| Fee claims | Issued in 1 day vs several | Faster cash flow |
| Bids and tenders | Pipeline, cost breakdown, documents | Faster responses |
| Accounting integration | Export to the accountant | No re-keying |
The low end (EUR 70-100k) covers phases + time + fees; the high end (170k) adds a bid pipeline, client portal and per-project profitability dashboards. In Sydney a studio targets similar euro ranges, the difference being local mission standards.
Mini case study
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Thomas runs a 16-person architecture studio. Without time tracking by phase, about 15% of hours spent on projects are never billed, and issuing fee claims takes several days at month-end. A custom tool at EUR 120,000 + EUR 18k maintenance makes time-per-stage visible and catches overruns early. On a productive salary mass of several hundred thousand euros, recovering 15% of unbilled time means a high five-figure gain per year. 2026 estimate: the tool pays back in 2 to 3 years, before the cash-flow gain from claims issued in one day.
FAQ
SaaS or custom for a 15-person studio? At 15 staff, a EUR 40/user SaaS costs ~EUR 7,200/year. Custom is justified if your fee-by-stage logic or accounting exports don't fit standard tools.
Does it handle the project phases (concept to delivery)? Yes, each project is tracked by standardised phase, with progress, time spent and associated fees. That's the core of profitability tracking.
How does it reduce unbilled time? By making visible, project by project, the gap between time spent and time planned per stage. Overruns are caught early, before they become a dead loss.
Can fee claims be issued automatically? Yes, from phase progress and fee-by-stage. Issuing goes from several days to about one day.
How long to deploy? A phases + time + fees core ships in 3 to 5 months. The bid pipeline and profitability dashboards follow as later workstreams.
Let's scope your project. Give us your headcount, project volume and priorities (phases, fee-by-stage, time, tenders): we price SaaS vs custom with the ROI on unbilled time. 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.
