The verdict in three sentences
An off-the-shelf PSA licence costs 25 to 60 EUR per user per month and starts in weeks, but it constrains your staffing model and per-mission margin. Custom software costs 45,000 to 110,000 EUR and ships in 5 to 9 months, fitting your day-rate grids, time tracking and billing. The decision hinges on consultant utilisation: one point gained is often worth more than the whole annual licence.
PSA licence: cost per consultant in 2026
PSA (Professional Services Automation) suites bill per user, with tiers by activated module. Here are the 2026 orders of magnitude.
| Cost item | 2026 range (EUR) | Basis |
|---|---|---|
| PSA licence per user | 25 - 60 / month | Per consultant |
| Advanced billing module | 8 - 18 / user / month | Add-on |
| Initial configuration | 6,000 - 20,000 | Project fee |
| Payroll / accounting integration | 5,000 - 15,000 | One-off |
| Support and upgrades | 12 - 20 % | % of licence |
For 40 consultants at 45 EUR plus the billing module, you exceed 25,000 EUR of licence per year, excluding configuration.
Custom build: scope and timeline
A dedicated PSA models your missions, staffing and margin exactly as you steer them. Here is the typical 2026 breakdown.
| Module | Indicative price (EUR) | Timeline |
|---|---|---|
| Time tracking and timesheets | 8,000 - 18,000 | 1 - 2 months |
| Staffing and capacity plan | 12,000 - 26,000 | 1.5 - 2.5 months |
| Billing and day rates | 10,000 - 24,000 | 1.5 - 2.5 months |
| Per-mission margin and reporting | 9,000 - 22,000 | 1 - 2 months |
| HR and skills module | 8,000 - 20,000 | 1 - 2 months |
| Annual maintenance | 10 - 18 % of build | Recurring |
Overall delivery fits in 5 to 9 months. Hosting a custom PSA runs around 200 to 550 EUR per month.
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Mini case study
Claire runs a 40-consultant firm, average day rate 750 EUR, billable utilisation 68 %. The PSA licence costs her roughly 27,000 EUR a year, or 135,000 EUR over 5 years, plus 14,000 EUR of configuration: 149,000 EUR. The custom build is quoted at 85,000 EUR plus 15 % maintenance (12,750 EUR/yr) and 4,800 EUR of annual hosting, for 173,250 EUR over 5 years. Custom stays slightly pricier, but dedicated staffing and capacity planning lift utilisation from 68 % to 72 %, four points. On 40 consultants at 210 theoretical billable days and a 750 EUR day rate, each point is worth about 63,000 EUR of billing per year: the TCO gap closes in under 5 months.
FAQ
How much is a PSA licence per consultant in 2026? Between 25 and 60 EUR per user per month, excluding the advanced billing module. A 40-consultant firm quickly exceeds 25,000 EUR of annual licence.
How long does a custom PSA take to deliver? Expect 5 to 9 months depending on staffing and billing depth. Time tracking and capacity planning weigh 3 to 4 months of development.
Does custom compute per-mission margin? Yes, it is a key module quoted 9,000 to 22,000 EUR. It cross-references time spent, day rates and costs to show real margin mission by mission.
What utilisation gain should I target? Well-tooled staffing typically recovers 3 to 5 points of billable utilisation. On 40 consultants at 750 EUR, each point is worth about 63,000 EUR of annual billing.
Is the HR module included? It is optional in custom, quoted 8,000 to 20,000 EUR. It manages skills, availability and consultant development, useful to refine staffing.
Let's scope your project. Tell us your consultant count, day rates and billing methods, and we will frame the PSA scope 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.
