The verdict in three sentences
A custom project and staffing management tool for a consulting firm costs, in 2026, between 40,000 and 100,000 EUR, over a 4 to 7 month timeline. A PSA SaaS (Professional Services Automation) runs at 30 to 80 EUR per consultant per month, roughly 14,000 to 38,000 EUR/year for 40 consultants. The return does not come from the software itself but from the billable time recovered and the utilisation rate climbing a few points.
What the software covers and what it costs
A firm steers four things: staffing (who is on which engagement), time (timesheets per consultant), profitability (margin per engagement) and billing. Here is the 2026 order of magnitude on the London market.
| Scope | Custom (EUR) | Timeline | PSA SaaS equivalent |
|---|---|---|---|
| MVP staffing + time | 40,000 - 55,000 | 4 months | 30 EUR/user/month |
| + margin per engagement | 55,000 - 75,000 | 5 months | 55 EUR/user/month |
| + billing + client portal | 75,000 - 100,000 | 6-7 months | 80 EUR/user/month |
| Annual maintenance | 15-20 % of build | recurring | included in sub |
| Accounting/payroll integration | 8,000 - 15,000 | +1 month | limited connectors |
Custom becomes worthwhile beyond 35 to 40 consultants or when staffing and margin rules are too specific for a standard SaaS.
The metrics that pay for the software
The cost is justified by three operational metrics. A 40-consultant firm has an average utilisation of 72 %: every point gained is significant billing potential.
| Metric | Before tool | After tool | Annual effect |
|---|---|---|---|
| Average utilisation | 72 % | 78 % | +6 pts billed |
| Hours logged vs worked | 88 % | 97 % | +9 pts billed |
| Billing lead time | 32 days | 12 days | cash +20 days |
| Margin per engagement visible | no | real time | fast arbitrage |
| Admin time/consultant/week | 3.5 h | 1.5 h | 2 h returned |
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Mini case study
Claire runs a 40-consultant firm in London, average day rate 900 EUR, roughly 200,000 EUR of billable production per consultant per year at full load. Lifting utilisation from 72 % to 78 % across 40 consultants is about 6 % x 200,000 x 40 = 480,000 EUR of theoretical extra capacity; even billing only 20 % of it yields 96,000 EUR/year. Recovering 9 points of logged hours (88 to 97 %) adds more. Against a 75,000 EUR build, the investment pays back in under a year.
FAQ
Custom or a PSA SaaS like Kantata or Wrike? Below 25-30 consultants, a SaaS at 30-80 EUR/user/month almost always suffices. Beyond that, or with atypical margin and staffing rules, custom at 40,000-100,000 EUR becomes cheaper over 3 years.
How long to deploy? Expect 4 to 7 months for custom depending on scope, versus 4 to 8 weeks of configuration for a SaaS. The staffing + time MVP can ship in 4 months.
Can accounting and payroll be connected? Yes: integration with an accounting tool or a payroll API costs 8,000 to 15,000 EUR and adds about a month. It removes double entry of time and invoices.
What is the maintenance cost? Budget 15 to 20 % of the build per year for evolutions, security and support, roughly 11,000 to 15,000 EUR/year for a 75,000 EUR build.
How do I measure ROI? Track three numbers: utilisation, share of hours billed, and billing lead time. A 4-6 point utilisation gain on a 40-person firm usually repays the project in 12 months.
Let's scope your project. Tell us your headcount, average day rate and staffing rules for a quote between 40,000 and 100,000 EUR. 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.
