The verdict in three sentences
Automating time-based billing for a consulting firm costs between 10,000 and 30,000 EUR in 2026, with a credible core around 15,000 EUR. The main gain: billing time cut by around 70 % and collection delay shortened by 15 days thanks to automated reminders. Payback is measured in months, not years.
What the automation budget covers
Automation links three currently manual steps: time capture, invoice generation, reminders. Here is the breakdown (2026 order of magnitude).
| Module | Range (EUR) | Timeline |
|---|---|---|
| Time capture (web + mobile) | 3,000-8,000 | 2-3 wks |
| Automatic invoice generation | 3,000-7,000 | 2-3 wks |
| Automated reminders (email/SMS) | 2,000-5,000 | 1-2 wks |
| Accounting connector (Sage/Exact) | 2,000-6,000 | 1-3 wks |
| Collection dashboard | 2,000-5,000 | 1-2 wks |
An accounting connector to Sage, Exact or QuickBooks avoids double entry and secures reconciliation, for 2,000 to 6,000 EUR.
The ROI: billing time and collection
The firm loses days to manual billing and ties up its cash. Simulation for a 12-consultant firm (2026 order of magnitude).
| Item | Before | After automation |
|---|---|---|
| Billing time/month | 40 h | 12 h |
| Admin hourly cost | 38 EUR | 38 EUR |
| Billing cost/year | 18,240 EUR | 5,472 EUR |
| Average collection delay | 58 d | 43 d |
| Monthly revenue | 180,000 EUR | 180,000 EUR |
| Cash freed (15 d) | — | ~90,000 EUR |
| Admin saving/year | — | 12,768 EUR |
With 12,768 EUR/year in admin savings and 90,000 EUR cash freed, a 22,000 EUR project pays back in under 2 years on admin cost alone, and far faster once cash is valued.
Mini case study
Julie, partner in a 10-consultant firm in Amsterdam, spends 35 h/month on manual billing, i.e. 420 h/year at 38 EUR: 15,960 EUR/year. Average collection delay is 56 days on monthly revenue of 150,000 EUR.
She invests 19,000 EUR in automation (mobile time capture, generated invoices, reminders, Exact connector). Billing time drops to 10 h/month (120 h/year, i.e. 4,560 EUR): a saving of 11,400 EUR/year. Collection delay falls to 42 days, freeing about 70,000 EUR in cash. The investment pays back in under 18 months.
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FAQ
How much does billing automation cost in 2026?
Between 10,000 and 30,000 EUR depending on scope: time capture, invoice generation, reminders and accounting connector.
What time savings on billing?
Around 70 % less time. For a 12-consultant firm, that often means over 12,000 EUR in annual admin savings.
Do automated reminders really speed up collection?
Yes: firms typically gain 10 to 15 days on average delay, freeing significant cash.
Can the tool connect to my accounting software?
Yes, via API to Sage, Exact or QuickBooks. Budget 2,000 to 6,000 EUR for a reliable, tested connector.
Custom or SaaS for time-based billing?
SaaS is enough for standard needs. Custom is justified once your billing rules (rates, fixed fees, discounts) are specific to your firm.
Let's scope your project. Tell us your consultant count, accounting software and current collection delay. 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.
