The verdict in three sentences
A custom billing and time-tracking tool runs between CAD 55,000 and 125,000 in 2026 in Toronto, versus CAD 20-60 per user per month for a SaaS. A consulting firm's problem is not the tool's price, it is unbilled time: between late entry, forgotten hours and rounding down, a firm commonly loses 6 to 12 % of billable time. Recovering even half of that pays back the investment in under a year past 15 consultants.
What the tool covers and what it returns
A custom tool fits your model: rates per consultant, per engagement, fixed-fee or time-and-materials, manager approval, and automatic billing. 2026 ranges (estimate, order of magnitude).
| Module | Indicative timeline | Custom cost (CAD) |
|---|---|---|
| Time entry (mobile + timer) | 3-4 weeks | 14,000 - 25,000 |
| Multi-consultant / multi-engagement rates | 2-3 weeks | 11,000 - 19,000 |
| Fixed-fee + T&M billing | 3-4 weeks | 14,000 - 28,000 |
| Manager approval + workflow | 2-3 weeks | 8,000 - 16,000 |
| Margin-per-engagement dashboard | 2-3 weeks | 8,000 - 19,000 |
| Full project | 3-6 months | 55,000 - 125,000 |
ROI: recovered billable time
The heart of the calculation: every point of billable time recovered turns directly into revenue. Assumption: consultant at CAD 1,000/day, 210 days/year, i.e. CAD 210,000 of full theoretical revenue.
| Consultants | +6 % recovered (CAD/yr) | +12 % recovered (CAD/yr) | Payback (CAD 100,000 project, +6 %) |
|---|---|---|---|
| 5 | 63,000 | 126,000 | ~1.6 yrs |
| 10 | 126,000 | 252,000 | ~10 months |
| 15 | 189,000 | 378,000 | ~6 months |
| 20 | 252,000 | 504,000 | ~5 months |
| 30 | 378,000 | 756,000 | ~3 months |
These figures assume conservative recovery. In practice, mobile time entry with a timer and reminders mainly cuts end-of-week omissions, the biggest leak. The margin-per-engagement dashboard, in turn, avoids discovering too late that a fixed-fee engagement is running at a loss.
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Mini case study
Mr. Tremblay, partner at a 20-consultant firm in Toronto, bills on average CAD 1,000/day. By his own admission the firm loses about 8 % of billable time to late entry and rounding. A custom tool at CAD 100,000, with mobile entry and manager approval, brings that loss down to 3 %. The 5 points recovered across 20 consultants represent about CAD 210,000/year of additional revenue. Even converting only half that potential, the firm pays back the tool in a little over 8 months, then generates recurring net margin.
FAQ
How much billable time does a firm really lose? Commonly 6 to 12 %, mainly from late entry and rounding down at engagement end.
Is custom justified against a SaaS at CAD 40/user? Past 15 consultants, yes: SaaS imposes its billing model, while custom fits your exact rates, fixed fees and T&M setups.
What is the entry budget? A core of time entry + billing starts around CAD 55,000 for roughly three months of development.
How soon do we see ROI? From the first quarter of use, recovered billable time is measurable; past 20 consultants, payback often falls below 6 months.
Can we integrate our accounting? Yes; a connector to your accounting or billing software typically costs CAD 8,000 to 20,000 depending on the target tool.
Let's scope your project. Share your consultant count, billing model (fixed-fee, T&M, mixed) and an indicative budget. 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.
