The verdict in three sentences
A building engineering consultancy that handles 1,800 assignments a year, with assistants spending 40 % of their time sending reports, has a distribution problem, not a production problem. A client extranet gives property companies and insurers direct access to the status of every assignment, photos and PDF reports, with strong authentication and in-country hosting. At Kolonell, this kind of application costs 2,500,000 to 15,000,000+ FCFA (3,810 to 22,870+ EUR) depending on complexity, over 3 to 5 months, with anything beyond that quoted separately.
Where the assistants' time goes
The director of a survey and structural engineering firm receives daily messages such as what is the status of the survey at 12 X Street or could you resend the March report. Property companies manage hundreds of assets, insurers dozens of open claims, and everyone wants their documents without waiting.
As a 2026 order of magnitude, one assignment generates 4 to 8 client exchanges (confirmation, scheduling, site visit notes, report, revised version, invoice). Across 1,800 assignments, that is 7,000 to 14,000 exchanges a year, most with no added value.
| Task | Before the extranet | With the extranet |
|---|---|---|
| Answering status requests | 10 to 15 minutes each | Client checks directly |
| Sending a report and appendices | Email with heavy attachments | Single upload, automatic notification |
| Resending an old report | 5 to 20 minutes searching | History searchable by asset |
| Site visit photos | File transfer links or USB | Time-stamped gallery per assignment |
| Share of assistant time on sending | 40 % | 10 to 15 %, estimated |
| Download traceability | None | Log per user |
Features property companies and insurers expect
The client logs in, sees their asset portfolio or claim files, filters by status (ordered, scheduled, visit done, report in review, report delivered), downloads signed PDF reports and views photos. Asset managers only see their buildings, an insurer's claims handler only their files.
On the consultancy side, the engineer uploads photos and the report from site on a tablet, the status updates, and the client is notified. Large accounts require strong authentication (app or SMS code), in-country hosting and fine-grained permissions.
| Module | Simple | Medium | Complex |
|---|---|---|---|
| Client area and assignment list | Yes | Yes | Yes, multi-entity and multi-site |
| Assignment status | Manual update | Updated from site tablet | Synced with internal scheduling tool |
| Photo and PDF report upload | Office upload | Site upload, time-stamped gallery | Versions, annotations and e-signature |
| Strong authentication | Email code | Authenticator app | SSO for large accounts |
| User permissions | One account per client | Roles per client | Roles per asset, file and branch |
| Indicative Kolonell price | 2,500,000 to 4,000,000 FCFA (3,810 to 6,100 EUR) | 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) | 7,000,000 to 15,000,000+ FCFA (10,670 to 22,870+ EUR) |
For a firm serving property companies and insurers with high security requirements, the project usually sits between the medium and complex bands. Hosting and storage volume (one assignment can include 200 photos) are priced in the quote.
Custom extranet or off-the-shelf document management?
SaaS document management tools cost, as a 2026 order of magnitude, 15 to 40 EUR per user per month. With 300 client-side users, the annual bill quickly exceeds 50,000 EUR, without assignment status tracking. A custom extranet belongs to the firm and fits its process. Kolonell maintenance then costs 35,000, 75,000 or 120,000 FCFA a month (53, 114 or 183 EUR) depending on service level.
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Mr Lefèvre runs a building engineering consultancy in Paris with 4 assistants, about 6,400 working hours a year. At 40 % spent on sending and chasing, that is 2,560 hours. If the extranet brings that share down to 12 %, time falls to 768 hours, freeing 1,792 hours. At a loaded 38 EUR an hour, the saving reaches 68,096 EUR a year.
Those hours move to scheduling and invoicing, allowing the firm to absorb 300 more assignments without hiring. A complex project around 18,000 EUR pays back in just over three months.
FAQ
Do clients need to install software?
No, the extranet runs in the browser. Only strong authentication requires a free phone app or a code, which takes under 2 minutes to set up.
Where is data hosted?
In the country or region your clients require, on infrastructure chosen accordingly. Daily backups and retention periods, for example 10 years for reports, are specified in the quote.
Can the extranet connect to our scheduling software?
Yes, if the tool offers an API or exports. This integration falls in the complex band and removes all double entry of statuses.
How long does the project take?
Allow 3 to 5 months, with a 4-week pilot on 2 or 3 clients before opening to the whole portfolio.
Can reports be signed electronically?
Yes, e-signature of PDF reports is included in the complex band. It removes printing and scanning, saving about 3 minutes per report.
Let's scope your project. Tell us about your assignment types, your clients and their security requirements, and we will scope an extranet deliverable in 3 to 5 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.
