The verdict in three sentences
Custom management software for a consulting firm costs EUR 25,000 to 40,000 in 2026, versus a SaaS PSA at EUR 20-45 per user per month. Custom is justified when per-engagement profitability must be steered finely (fixed price, time-and-materials, multi-consultant staffing). Delivery in 12 to 16 weeks, with margin per engagement visible in real time from go-live.
The building blocks of an engagements & time tool
A 10-25 consultant firm needs four functions: manage engagements and staffing, capture time, bill fixed-price or T&M, and read profitability by engagement and by consultant. 2026 order of magnitude.
| Module | Scope | Cost (2026 estimate) | Lead time |
|---|---|---|---|
| Engagements + staffing | Pipeline, consultant allocation, planning | EUR 8,000 | 4-5 wks |
| Time capture | Web/mobile timesheet, approval | EUR 4,000 | 2-3 wks |
| Fixed-price/T&M billing | Milestones, day rate, auto invoices | EUR 5,000 | 3 wks |
| Profitability dashboards | Margin/engagement, utilization | EUR 4,000 | 2-3 wks |
| Testing, training, rollout | QA, migration, go-live | EUR 4,000-9,000 | 2-3 wks |
| Total | Full project | EUR 25,000-40,000 | 12-16 wks |
Custom vs SaaS PSA: what the data changes
A SaaS PSA delivers a fast standard but imposes its data model. Comparison for 18 consultants.
| Criterion | Custom | SaaS PSA (EUR 35/user/mo) |
|---|---|---|
| Upfront investment | EUR 32,000 | EUR 0 |
| Annual subscription | EUR 0 | EUR 7,560 |
| Annual maintenance | EUR 5,000/yr | included |
| 5-year cumulative | EUR 52,000 | EUR 37,800 |
| Profitability model | Your rules | Standard |
| Multi-project staffing | Custom | Vendor-defined |
| Data ownership | Total | Vendor-hosted |
SaaS stays cheaper on cash over 5 years at stable headcount. Custom wins when the profitability model is specific (fixed/T&M mix, subcontracting, bonuses) or when you want KPIs the standard does not surface.
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Mini case study
Sophie, a partner at an 18-consultant firm in Grenoble, only learns an engagement's margin at closure, often 2 months late. A custom tool at EUR 32,000 makes margin continuously visible and flags drifting engagements. By catching 3 loss-making engagements a year and fixing them in time (EUR 10,000 of preserved margin each on average), the firm recovers about EUR 30,000/year. The tool pays back within year one, before any gain on time capture.
FAQ
What is a PSA? A Professional Services Automation tool that combines engagements, time, billing and profitability; as SaaS it costs EUR 20-45 per user per month in 2026.
Why custom over a PSA? When your profitability model or staffing fall outside the standard, a tool built on your rules avoids the Excel workarounds that distort the numbers.
How long to steer margin in real time? The profitability dashboard is usually operational in 10 to 12 weeks, once time capture is reliable.
Can you connect accounting? Yes: export invoices and entries to your accounting software via connector, quoted by target tool (EUR 2,000-5,000).
What maintenance budget? A 2026 order of magnitude of EUR 4,000 to 6,000/year for changes, support and hosting.
Let's scope your project. Tell us your consultant headcount, your fixed/T&M mix and budget, and we will frame the engagements & time tool and profitability calc. 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.
