The verdict in three sentences
A market PSA (Kimble, Certinia and similar) covers 80 % of a consulting firm's needs for 25 to 90 EUR/month/consultant, with no development. A custom platform (55,000 to 140,000 EUR) is only justified when your staffing model, fixed-fee/T&M billing grid and utilization KPIs fall outside standards. The real financial stake: 3 to 6 utilization points gained and 15 to 25 % fewer non-billed days.
PSA SaaS or custom: the 2026 figures
Below 20-25 consultants, PSA SaaS is almost always the right call. Beyond that, or with a highly specific hybrid fixed-fee/T&M model, custom becomes a differentiating asset.
| Criterion | PSA SaaS | Custom platform |
|---|---|---|
| Cost | 25-90 EUR/month/consultant | 55,000-140,000 EUR |
| Cost 30 consultants/year | 9,000-32,400 EUR | 12-16 % maintenance of build |
| Timeline | 3-8 weeks | 4-7 months |
| Bespoke fixed-fee/T&M model | Limited | Full |
| Custom utilization KPIs | Standard | Bespoke |
| Local accounting/payroll integration | Varies | Bespoke |
| Code ownership | No | Yes |
Breaking down a custom quote
2026 order-of-magnitude figures for a 25-60 consultant firm.
| Module | 2026 range (EUR) | Indicative timeline |
|---|---|---|
| Staffing core + consultant scheduling | 18,000-40,000 | 6-9 weeks |
| Timesheet module + billing | 12,000-28,000 | 5-7 weeks |
| Utilization dashboard + pipeline | 8,000-18,000 | 3-5 weeks |
| Accounting / payroll integration | 8,000-18,000 | 3-4 weeks |
| Annual maintenance | 12-16 % of build | ongoing |
The timesheet and billing module is the crux: it links time entered, day rate and invoice issued, and feeds utilization directly.
Mini case study
Sarah, a partner at a 42-consultant firm in Miami, ran at 72 % utilization with spreadsheet tracking. A custom platform at 98,000 EUR, with integrated timesheets and staffing control, gains 4 utilization points, reaching 76 %. On an average day rate of 850 EUR across 42 consultants, 4 points represent roughly 42 x 210 working days x 4 % x 850 EUR, an additional billing potential above 250,000 EUR per year. Even after maintenance, ROI is reached within the first full year.
FAQ
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At how many consultants does custom become relevant?
Generally beyond 20-25 consultants, or sooner if your billing model is atypical. Below that, PSA SaaS is more economical.
Does the timesheet module handle fixed-fee and T&M?
Yes, a custom timesheet (12,000-28,000 EUR) distinguishes T&M days billed at day rate from fixed-fee milestones, with automatic invoice generation.
How many utilization points can we gain?
Typically 3 to 6 points, by eliminating scheduling gaps and making time entry reliable. Each point is valuable across a consultant base.
How long to deploy?
Between 4 and 7 months depending on module count, shipping the staffing core then timesheets/billing in waves.
Can we connect payroll and accounting?
Yes, via a dedicated integration (8,000-18,000 EUR) to your accounting and payroll systems, to avoid double entry.
Let's scope your project. Share your consultant count, model (fixed-fee/T&M) and priorities (staffing, timesheets, utilization). 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.
