The verdict in three sentences
For a 90-employee structural contractor in Toronto running 15 sites in parallel, spreadsheets are no longer a control tool: information arrives too late to correct an overrun. An off-the-shelf platform at 45-100 USD per user per month fits if your processes are standard, while a custom build at 45,000-100,000 USD makes sense when your progress billing, timesheets and cost codes do not fit a generic model. Either way, the measurable target is to cut budget overruns by 2 to 4 points.
Comparing five-year costs
A firm this size typically has 25 to 35 real users: project managers, superintendents, estimators, admin staff and management. Field crews often clock in through a shared account or a kiosk.
| Item (2026 estimate) | Off-the-shelf platform | Kolonell custom build |
|---|---|---|
| Subscriptions (30 users) | 16,200 to 36,000 USD per year | 0 USD |
| Configuration and training | 5,500 to 13,000 USD | Included |
| Initial development | 0 USD | 45,000 to 100,000 USD |
| Hosting and backups | Included | 3,300 to 6,600 USD per year |
| Ongoing maintenance | Included, vendor roadmap | 7,700 to 15,500 USD per year |
| Five-year cumulative cost | 86,500 to 193,000 USD | 100,000 to 210,500 USD |
| Key strength | Live in 4 to 8 weeks | Mapped to your methods and ERP |
At a similar cost, the difference is field adoption. A superintendent who has to fill four screens for a daily log stops after three weeks.
Features that actually reduce overruns
Overruns rarely come from one mistake. They grow from small unseen gaps: hours not charged to the right cost code, materials delivered without a slip, extra work done without a signed change order.
| Feature | Problem fixed | Estimated margin impact |
|---|---|---|
| 2-minute photo daily log | Delays and issues found at month end | 0.5 to 1 point |
| Mobile timesheets per cost code | Hours charged to the wrong job | 0.5 to 1 point |
| Photographed delivery slips | Materials not matched to invoices | 0.3 to 0.6 point |
| Change orders with client e-signature | Extras forgotten or disputed | 0.5 to 1.2 points |
| Automated progress billing | Late monthly invoicing | Cash flow: 10 to 20 days gained |
| Budget vs actual dashboard per cost code | Drift spotted too late | Decisions 3 to 4 weeks earlier |
A custom build also exports to your accounting and payroll software without re-keying, and respects your own cost codes and Ontario holdback rules under the Construction Act.
Mini case study
Daniel, CEO of a 90-employee structural contractor based in Vaughan, posts 15 million USD in annual revenue. His projects overrun their budget by 5.5 % on average.
- Annual cost of overruns: 5.5 % of 15 M USD, i.e. 825,000 USD.
- Target with a tracking tool adopted by crews: gain 2 points, i.e. 300,000 USD a year.
- Custom investment: 77,000 USD plus 16,500 USD a year.
- Payback: about 4 months if the target is met, 8 months with half the gain.
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FAQ
Will superintendents really use it?
Yes if entry takes under 3 minutes a day on a smartphone and works without signal. We test screens with 3 to 5 superintendents before full development.
How long until we are operational?
Allow 3 to 5 months for a custom build, with a first module (daily log and timesheets) live by week 8.
Does it produce progress billing in the format owners expect?
Yes, from progress per cost code and the schedule of values. The monthly draw is ready in 15 minutes instead of 1 to 2 days.
Can it connect to our ERP or payroll software?
Yes, via API or file export. A payroll export interface costs 3,300 to 6,600 USD depending on the software.
What happens if we grow to 30 sites?
There is no per-user licence: going from 30 to 60 accounts only changes hosting cost, around 110 to 220 USD a month.
Let's scope your project. Tell us your number of sites, current tools and priorities: we will price a scope between 45,000 and 100,000 USD with a first module delivered in 8 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.
