The verdict in three sentences
A consulting firm that staffs in a spreadsheet and bills at month-end loses margin: unrecorded time, overruns spotted too late, approximate re-billing. Custom project software — staffing, time-tracking, billing, margin per project — costs between 30,000 and 80,000 EUR in 2026 and pays for itself through the margin recovered on time actually billed. The choice is between a generic SaaS PSA and a backbone aligned with your economics (time-and-materials, fixed price, day rate).
What a project backbone covers in 2026
The core of a firm is the chain staffing -> time -> billing -> profitability. Typical modules and orders of magnitude:
| Module | Scope | 2026 order of magnitude (EUR) |
|---|---|---|
| Staffing / scheduling | Consultant allocation, capacity | 7,000 - 18,000 |
| Time-tracking | Time entry, validation, alerts | 6,000 - 14,000 |
| Project billing | T&M/fixed, milestones, credit notes | 7,000 - 16,000 |
| Per-project profitability | Margin, utilization, occupancy | 6,000 - 14,000 |
| Client portal / deliverables | Tracking, documents, sign-off | 4,000 - 10,000 |
| Testing, migration, training | Migration, onboarding | 4,000 - 10,000 |
A realistic timeline is 12 to 18 weeks, staffing + time MVP at around 8-10 weeks.
SaaS PSA vs custom
Market PSA platforms charge per consultant/month; custom is an investment plus maintenance. For a firm living on its hourly margin, the math is central.
| Criterion | SaaS PSA | Custom backbone |
|---|---|---|
| Entry cost | 0 - 4,000 EUR setup | 30,000 - 80,000 EUR |
| Recurring cost | 25 - 90 EUR / consultant / month | 400 - 1,000 EUR/month maintenance |
| Specific margin model | Standard | 100% tailored |
| Mixed T&M/fixed billing | Variable | Native |
| Real-time profitability | Depends on module | Tailored |
| Data ownership | Vendor | Firm |
For 25 consultants at 50 EUR/month, the SaaS PSA costs 15,000 EUR/year in licenses. Custom becomes competitive in the medium term, especially once you value the margin gained on billed time — far larger than the license saving.
Mini case study
Claire is a partner at a consulting firm in Dublin (22 consultants, average day rate 650 EUR). Before the project, billed-time was underestimated: about 8% of hours actually worked went un-billed for lack of rigorous entry. She invests 56,000 EUR in a staffing + time-tracking + billing backbone, maintenance 700 EUR/month.
After rollout, reliable entry recovers part of that lost time: cutting un-billed hours from 8% to 3% on a multi-million annual billing base is a margin gain of roughly +5 to 8% on projects. Even conservatively, the extra billed revenue covers the investment in under 12 months, maintenance included.
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FAQ
How much does custom project software cost in 2026?
Between 30,000 and 80,000 EUR depending on scope. A staffing + time-tracking + billing + profitability backbone typically lands around 45,000 to 65,000 EUR.
How does the software improve margin?
By making time entry reliable and flagging overruns in real time, it reduces un-billed time. A 5 to 15% margin gain is realistic depending on initial discipline.
What is the implementation timeline?
Allow 12 to 18 weeks. An MVP covering staffing and time-tracking is usually delivered at 8-10 weeks.
How much is maintenance?
Maintenance runs 400 to 1,000 EUR/month depending on consultant count and connectors, fixes and small changes included.
Can it handle both T&M and fixed price?
Yes: the custom backbone natively handles both models, with milestones and credit notes. This is precisely where standard PSAs are often rigid.
Let's scope your project. Tell us your consultant count, billing model and average day rate, and we will frame project software with an indicative budget and plan. 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.
