The verdict in three sentences
In a 22-person practice, the lack of timesheets tracked by phase lets around 10% of fees slip away, never invoiced or absorbed by overruns. Market tools cost, as a 2026 ballpark, CAD 70 to 150 per user per month, and custom software between CAD 40,000 and 85,000 over a 3 to 5 month project. The real gain is project margin visible in real time, while there is still time to act.
The problem: fees leaking quietly
In Toronto, an architecture or Ontario Land Surveyor practice runs very different jobs: boundary surveys, reference plans, topographic surveys, condominium descriptions, construction layout, and design commissions split into phases (schematic design, design development, construction documents, tendering, contract administration). The managing partner sees the same gap every year end: billed revenue falls short of what contracts promised.
The causes are familiar. Timesheets are filled in late or not at all. Progress billing relies on the project lead's memory. Change orders for extra work go unissued, because nobody sees in real time that a phase has burned 140% of its budget.
| Option | Indicative 2026 cost | Lead time | Limits |
|---|---|---|---|
| Spreadsheets + shared calendar | Internal time | Existing | No project margin, missed entries |
| Deltek Ajera or Vantagepoint-type platform | CAD 70 to 150 per user per month | 2 to 4 months | CAD 18,500 to 39,600/yr for 22 users, heavy setup |
| Lighter practice management SaaS | CAD 40 to 80 per user per month | 1 to 2 months | Limited phase and change order logic |
| Custom software | CAD 40,000 to 85,000 (ballpark) | 3 to 5 months | Upfront investment, scoping needed |
| Full engineering ERP | CAD 70,000 and up | 6 to 12 months | Oversized for 22 people |
Deltek is the reference for larger A/E firms and does a lot, but its cost and configuration effort weigh on a 22-person practice. For a mixed surveying and design firm with unusual workflows, custom software often pays off within 2 to 3 years against a subscription, while matching how the team actually works.
Features that recover fees
| Feature | How it works | Impact |
|---|---|---|
| Fees by phase | Each project split into phases with hour and dollar budgets | Overrun flagged at 80% consumed |
| Timesheets | 2-minute daily entry, office or field | Entry rate close to 100% |
| Progress billing | Invoice proposed from validated phase percentage | Invoices issued on time |
| Project margin | Hours × cost rate + expenses vs fees | Margin visible in real time |
| Change orders | Alert and template when scope drifts | Extra work actually billed |
| Resource planning | Forecast load per person over 3 months | Hiring and subcontracting anticipated |
| Client reminders | Billing schedule and automatic reminders | DSO cut by 10 to 15 days |
Project margin is the most useful dashboard for a partner: it shows at a glance which jobs are profitable and which client types are less so, so fees can be adjusted on the next proposal.
Mini case study
Ravi, managing partner of a 22-person surveying and design practice in Toronto, holds CAD 3.2 million in contracted fees a year.
- Estimated current leakage: 10% of fees unbilled, or CAD 320,000 a year.
- Realistic first-year target: recover half through alerts and progress billing, or CAD 160,000.
- Admin time: billing prep drops from 3 days to 1 day a month, 24 days a year recovered, about CAD 11,000 of admin and partner time.
- Cash: a DSO cut by 12 days on CAD 3.2 million frees around CAD 105,000 of cash.
With a CAD 70,000 investment, the project pays back in under 6 months on recovered fees alone.
Scoping the project
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Scoping takes 3 to 4 weeks: job types, phase structure, cost rates by role, invoice and change order templates. A one-month pilot on 10 live projects validates the alerts. Connectors to QuickBooks or Sage and your existing calendar are planned from day one.
Beyond development, quoted on request, Kolonell maintenance runs at 35,000, 75,000 or 120,000 FCFA a month (about EUR 53, 114 or 183) depending on service level. For another quote-heavy trade, read our article on print shop MIS software.
FAQ
How much does practice management software cost for a Toronto firm?
Deltek-type platforms run CAD 70 to 150 per user per month, or CAD 18,500 to 39,600 a year for 22 users. Custom software is a ballpark CAD 40,000 to 85,000.
Will staff actually fill in timesheets?
Yes, if entry takes under 2 minutes a day and an automatic reminder goes out at 5 p.m. Equipped practices typically reach over 95% of hours recorded.
How are design phases handled?
Each phase, from schematic design to contract administration, gets its fee percentage and hour budget. A progress invoice is proposed as soon as a phase is validated.
How long until we are live?
Plan 3 to 5 months: 1 month of scoping, 2 to 3 months of development and 1 month of pilot. Live projects are migrated during the pilot.
Can we really recover 10% of fees?
Average leakage is around 10%, but recovery depends on billing discipline. A 5% target in year one is prudent and enough to pay for the tool.
Let's scope your project. Tell us about your job types, phase structure and current tools, and we will scope fee tracking that fits and a rollout schedule. 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.
