The verdict in three sentences
A consulting or HR firm lives on two numbers: the utilisation rate of its consultants (70-80 % target) and the margin per engagement. A custom tool of 45,000 to 120,000 EUR replaces scattered spreadsheets with real-time control of staffing, day rates, timesheets and billing, recovering 10 to 15 % of billable work. The decision rests on three KPIs: utilisation, margin and backlog — the rest is comfort.
The KPIs that steer the firm
Before modules, set the indicators. A good tool computes them automatically from timesheets and the capacity plan.
| KPI | Definition | 2026 target | Cost of poor tracking |
|---|---|---|---|
| Utilisation rate | Billable days / working days | 70-80 % | -1 pt = ~1 % revenue lost |
| Margin per engagement | (Billed - staffed cost) / billed | 30-45 % | Loss-making work undetected |
| Backlog | Sold days not yet delivered | 2-4 months | Under/over-staffing |
| Billable captured | Timesheet / actual time spent | > 95 % | 10-15 % revenue evaporated |
| DSO (payment delay) | Days invoice-to-collection | < 45 d | Cash under strain |
Custom modules vs market PSA SaaS
PSA (Professional Services Automation) SaaS exists, but custom becomes essential once the staffing model, differentiated day rates and payroll/accounting integration leave standards behind.
| Module | PSA SaaS (per user/month) | Custom (one-off) | Benefit |
|---|---|---|---|
| Capacity plan / staffing | 20-45 EUR | 12,000-30,000 EUR | Utilisation +5-8 pts |
| Timesheet + approval | 10-20 EUR | 8,000-18,000 EUR | Billable +10-15 % |
| Margin per engagement | 12-25 EUR | 10,000-24,000 EUR | Loss-making work stopped |
| Billing (fixed + time) | 10-22 EUR | 9,000-20,000 EUR | DSO -15 d |
| Payroll / accounting integration | included/API | 6,000-16,000 EUR | Zero re-keying |
| Real-time dashboards | included | 5,000-14,000 EUR | Weekly decisions |
For a firm under 15 consultants, PSA SaaS is often enough. Beyond that, or once real-time margin tracking turns strategic, custom amortises its ticket.
Mini case study
Karim, partner at a 30-consultant HR advisory firm in Casablanca, runs staffing in Excel and discovers his margins two months late. He invests 96,000 EUR in a custom tool: capacity plan, timesheet, margin tracking and integrated billing. Over 12 months: utilisation up from 68 % to 76 %, 12 % of billable recovered (on 4.5M EUR revenue, that is ~540,000 EUR), DSO down 14 days. The project pays for itself in under 3 months on recovered billable alone.
FAQ
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What is PSA software?
Professional Services Automation runs the full cycle of a services firm: staffing, timesheet, margin per engagement and billing. It is the backbone of a consulting firm ready to leave spreadsheets.
Why is utilisation so central?
Because it measures the share of billable time. Each point gained is about 1 % more revenue at constant headcount: moving from 70 to 78 % changes profitability radically.
How do you recover 10-15 % of billable?
By capturing actual time via timesheet, often under-declared. Time-and-materials work and unbilled overruns are the first recovery pools.
PSA SaaS or custom?
Under 15 consultants, PSA SaaS usually suffices. Beyond that, or if your day-rate model and payroll/accounting integrations are specific, custom becomes more profitable over 3 years.
How long to deploy?
A PSA SaaS is live in 4 to 8 weeks. A full custom build takes 3 to 6 months depending on integrations and migrating engagement history.
Let's scope your project. Tell us your consultant count, your day-rate model and integrations (payroll, accounting); indicative budget 45,000-120,000 EUR for custom. 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.
