The verdict in three sentences
For a consultancy, profitability hinges on two numbers: consultant utilization rate and margin per project. A custom platform, priced at 30,000 to 85,000 EUR in 2026, links staffing, project budget tracking and billing into a single cockpit. The return comes from a higher utilization rate and projects that no longer overrun silently.
What project delivery software covers
The core need is to know, at any moment, who is staffed on what, where each project budget stands and what real margin it generates.
| Module | Key function | Expected gain |
|---|---|---|
| Staffing | Capacity plan, availability | Less bench time |
| Project tracking | Sold vs consumed budget | Overrun alert |
| Time & expenses | Entry, approval, rebilling | Accurate billing |
| Profitability | Margin per project/consultant | Pricing decisions |
| Billing | Milestones, fixed, T&M | Faster cash |
| Management cockpit | Utilization, backlog, revenue | Real-time view |
Tracking sold versus consumed budget is the module that prevents silent losses: a fixed-price project overrunning by 20% shows immediately, not at closing.
Realistic budget and timeline in 2026
Price depends on consultant count, staffing granularity and integrations (accounting, CRM, time). 2026 order of magnitude.
| Scope | Price | Timeline | For whom |
|---|---|---|---|
| Staffing + project tracking | 30,000-45,000 EUR | 4 months | 5-15 consultants |
| + Time, expenses, profitability | 48,000-65,000 EUR | 5-6 months | Growing firm |
| + Billing, cockpit, integrations | 65,000-85,000 EUR | 6-7 months | Multi-practice firm |
| Annual maintenance | 12-18% of project | Ongoing | All |
Add hosting (80 to 250 EUR/month) and accounting/CRM connectors, which avoid double entry and figure divergence.
Mini case study
Claire, partner at an 18-consultant firm, bills on average 650 EUR/day at a 68% utilization rate, about 2.6M EUR annual revenue. With a 62,000 EUR platform optimizing staffing and flagging bench time, utilization rises to 74%: six points across 18 consultants is ~1,250 more billable days, i.e. 810,000 EUR of potential additional revenue. Even capturing only a third, the firm pays back the tool in under 4 months and curbs fixed-price overruns.
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FAQ
Isn't a generalist ERP enough?
An ERP handles accounting, not the subtlety of staffing and margin per project in consulting. Custom fits your model (fixed, T&M, success fee) and shows the indicators your partners actually watch.
How is the utilization rate measured?
The software compares billed versus available time per consultant, per week and per practice. You see bench time in real time and can re-staff before margin erodes.
Is time entry burdensome?
It is designed to take under two minutes a day, with pre-fill from the schedule and weekly approval. Reliable entry is the condition for accurate profitability.
Can we connect our accounting tool and CRM?
Yes, via API: won deals in the CRM become projects, and billing flows into accounting. This removes double entry and aligns figures across teams.
How long for deployment?
Plan 4 to 7 months. The staffing + project tracking base is the priority; time, profitability and billing follow, spreading budget and change management.
Let's scope your project. Tell us your consultant count, project types (fixed, T&M) and accounting integrations, and we will define a steering platform deliverable this half-year. 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.
