The verdict in three sentences
A custom PSA platform (Professional Services Automation) for a consulting firm costs between 35,000 and 85,000 EUR depending on consultant count and modules. Tracking billable time and utilization improves margin by 5 to 8 points by exposing unprofitable engagements and unbilled time. Consultant scheduling and the per-engagement profitability dashboard become the firm's control center.
What a custom PSA costs in 2026
| Tier | Scope | Consultants | Price EUR | Timeline |
|---|---|---|---|---|
| Essential | Time, engagements, billing | < 15 | 35,000 - 50,000 | 3 - 4 months |
| Standard | + staffing, margin per engagement | 15 - 40 | 50,000 - 70,000 | 4 - 6 months |
| Advanced | + utilization, forecasting | 40 - 80 | 70,000 - 85,000 | 6 - 8 months |
| Group | Multi-BU, consolidation | > 80 | 85,000+ | 8 - 12 months |
SaaS PSAs (Kantata, Mavenlink, Gryzzly) bill 15 to 45 EUR per user per month, or 9,000 to 27,000 EUR/year for 50 consultants, but with limited fit to the firm's rate cards and processes.
What time tracking really reveals
| Metric | Without PSA | With custom PSA |
|---|---|---|
| Utilization rate | Estimated | Measured in real time |
| Unbilled time | Invisible | Quantified per consultant |
| Margin per engagement | At year-end | Continuous |
| Fixed-fee overrun | Noticed late | Alert at 80 % |
| Billing lead time | 30 - 45 days | 5 - 10 days |
| Capacity forecast | Absent | 3-month horizon |
By identifying the 10 to 15 % of unbilled time and fixed-fee engagements in overrun, the firm lifts its margin by several points in the first year.
Fixed-fee, time-and-materials and steering
The module handles fixed-fee billing (milestones, progress) and time-and-materials (time x day rate), with an automatic alert when a fixed-fee engagement nears its budget. The profitability dashboard cross-references time spent, consultant cost and fees to show each engagement's net margin, the basis for staffing and renewal decisions.
Mini case study
Julien, partner at a 45-consultant Amsterdam firm, billed about 6.8 M EUR/year with an estimated 18 % margin. The PSA (budget 68,000 EUR) reveals 12 % unbilled time and three loss-making fixed-fee engagements. By fixing staffing and re-billing, margin rises to 24 %, about 408,000 EUR of extra annual margin, for an investment paid back in under 3 months.
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FAQ
How much does a custom PSA cost in 2026?
Between 35,000 and 85,000 EUR depending on consultant count and modules (staffing, utilization, forecasting). A 50-consultant firm sits around 60,000-70,000 EUR.
How does a PSA improve margin?
By exposing unbilled time (often 10 to 15 %) and fixed-fee engagements in overrun, it enables re-billing and staffing fixes, gaining 5 to 8 margin points.
Does it handle fixed-fee and time-and-materials?
Yes, milestone billing for fixed-fee and time x rate for T&M, plus an alert at 80 % of a fixed-fee engagement's budget.
What is the implementation timeline?
Expect 4 to 6 months for a standard scope, including import of consultants, rates and active engagements.
Can it integrate with accounting?
Yes, via export or API to accounting and payroll software, avoiding re-keying of invoices and time.
Let's scope your project. Share your consultant count, billing model (fixed-fee/T&M) and 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.
