The verdict in three sentences
A management consulting firm with 120 consultants staffing from a shared spreadsheet often stalls at around 72 % utilisation against an 80 % target. At an average day rate of EUR 1,200 (roughly USD 1,300 or GBP 1,000), each utilisation point gained is worth about EUR 288,000 in annual revenue across 120 consultants. Between a market PSA tool at EUR 35 to 60 per user per month and custom resource planning software in Kolonell's medium or complex ranges, the key question is whether your staffing logic is standard or a competitive edge.
Why spreadsheets stall at 72 %
A shared spreadsheet works up to 40 or 50 consultants. Beyond that, three problems appear: availability is never current, skills are known only to managers, and bench time of 5 to 10 days between engagements goes unnoticed.
| Indicator | Firm run on spreadsheets | Tooled-up firm, 2026 order of magnitude |
|---|---|---|
| Average utilisation | 68 to 74 % | 78 to 84 % |
| Time to propose a consultant for a bid | 2 to 4 days | Under 4 hours |
| Average bench time between engagements | 8 to 15 days | 3 to 6 days |
| Visibility on engagement margin | Quarterly, after close | Weekly, during the engagement |
| Manager time spent on staffing | 4 to 6 hours a week | 1 to 2 hours a week |
| 3-month forecast accuracy | Low, plus or minus 15 % | Plus or minus 5 % |
What resource planning software must manage
| Module | Function | Key data |
|---|---|---|
| Skills inventory | Sectors, expertise, languages, certifications, level | Updated by the consultant, approved by the manager |
| Availability | 12-week capacity plan, leave, training | Synced with calendars and HR system |
| Sales pipeline | Opportunities weighted by probability | Forecast staffing needs |
| Assignment | Multi-criteria search, soft then hard booking | Booking conflicts flagged |
| Time and margin | Timesheets, day rate sold, loaded daily cost | Margin by engagement and partner |
| Dashboards | Utilisation by practice, grade, consultant | Alerts on bench time over 5 days |
Engagement margin requires matching the day rate sold, EUR 900 to 1,800 depending on grade and practice in a Paris firm (comparable to GBP 750 to 1,500 in London or USD 1,500 to 3,000 for US strategy work), against the consultant's loaded daily cost. That sensitive data needs fine-grained permissions: consultants see their own plan, managers their practice, leadership everything.
Market PSA or custom build: the comparison
| Criterion | Market PSA | Kolonell custom build |
|---|---|---|
| Entry cost | EUR 10,000 to 40,000 integrator deployment | Medium application EUR 6,100 to 10,670 or complex EUR 10,670 to 22,870+, in the quote |
| Recurring cost for 140 users | EUR 58,800 to 100,800 a year (EUR 35 to 60 per user per month) | Premium maintenance EUR 183 a month, hosting in the quote |
| Timeline | 3 to 6 months | 3 to 5 months, discovery included |
| Firm-specific staffing logic | Configured within tool limits | Firm rules coded as they are |
| HR, CRM, accounting integrations | Standard connectors, sometimes paid | Connectors built on your tools |
| Headcount growth | Cost grows with users | Cost independent of headcount |
| Main risk | Partial adoption, unused modules | Dependence on discovery quality |
A recognised PSA is rational for a firm wanting standard processes and a guided rollout. Custom takes the lead when staffing follows its own logic, for example mandatory partner and senior manager pairings, client rotation rules, or a mixed model of employees and freelancers.
Mini case study
Claire, COO of a 120-consultant firm, measures 72 % utilisation on 200 available days per consultant per year, at an average day rate of EUR 1,200.
- Current billed days: 120 × 200 × 72 %, or 17,280 days.
- Cautious target at 75 %, or +3 points: 18,000 days, so 720 more billed days.
- Additional revenue: 720 × EUR 1,200, or EUR 864,000 a year.
- Custom cost, top of the complex range: EUR 22,870 plus EUR 183 a month maintenance. Comparable PSA cost: about EUR 75,600 a year for 140 users at EUR 45.
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Even if the tool delivers just one extra utilisation point, the EUR 288,000 gain covers the investment many times over in year one.
FAQ
How long does it take to deploy for 120 consultants?
Allow 3 to 5 months. The skills inventory and capacity plan can be live within 8 to 10 weeks, with engagement margin and integrations following.
How do we keep skills up to date?
Each consultant updates their profile, with a quarterly reminder and manager approval. Firms that tie this update to annual reviews usually exceed 90 % complete profiles.
Can it handle freelance consultants?
Yes, freelancers carry a daily purchase cost instead of a loaded cost, and margin is calculated the same way. They can declare their own availability through restricted access.
Is compensation data protected?
Loaded daily costs are visible only to leadership and finance, with access logging. EU hosting and GDPR rules are built into discovery, and other jurisdictions can be accommodated.
Can we connect our existing CRM and HR system?
CRM opportunities feed forecast needs and the HR system provides leave, joiners and leavers. Each connector usually takes 1 to 3 weeks of development, priced in the quote.
Let's scope your project. We map your staffing logic, utilisation metrics and integrations for a phased rollout practice by practice. 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.
