The verdict in three sentences
A generic PSA (Professional Services Automation) costs EUR 20 to 60 per consultant per month in 2026 and starts fast, but it forces its own staffing and margin model on you. A custom platform (EUR 45,000 to 85,000) fits how you bill on both fixed-fee and time-and-materials and computes real margin per engagement. The tipping point sits around 20 consultants: below that, keep a PSA; above it, custom pays back through recovered billable time.
Market PSA vs custom: the 2026 figures
Every firm's core need is the same: log time, staff consultants, track margin and bill without leakage. The cost gap comes from personalization and ownership of the code.
| Criterion | Market SaaS PSA | Custom |
|---|---|---|
| Entry price | EUR 20-60/consultant/month | EUR 45,000-85,000 |
| Cost 30 consultants / 3 years | EUR 21,600-64,800 | EUR 45,000-85,000 + hosting |
| Go-live | 2-6 weeks | 10-16 weeks |
| Margin model | Fixed standard | Your exact rules |
| Fixed-fee + T&M billing | Often partial | Fully custom |
| Data ownership | Vendor | You |
| Evolutions | Vendor roadmap | On demand |
Over three years, a 30-consultant firm on a EUR 50 PSA pays roughly EUR 54,000 and owns nothing. Custom, at a comparable budget, becomes an asset.
The modules that drive profitability
A good firm tool links four modules that together transform steering.
| Module | What it steers | Typical 2026 gain |
|---|---|---|
| Timesheets | Time logged per engagement/task | +8-12 % billable time captured |
| Staffing / capacity plan | Allocation and utilization rate | Utilization +5-10 points |
| Margin per engagement | Loaded cost vs billed | Loss-making jobs flagged in 48 h |
| Billing | Fixed-fee, T&M, milestones | Collection delay -15 days |
The break-even is simple: as soon as the tool recovers 1 to 2 % of billable time across 20+ consultants, it pays for itself in under two years.
Mini case study
Antoine, partner of a 24-consultant firm in Lyon, bills an average of EUR 850 per day per consultant. His consultants "lose" about 4 % of their billable time for lack of a smooth logging tool. Across 24 consultants x 200 billable days x EUR 850, the annual base is EUR 4,080,000. Recovering 4 % is EUR 163,200 per year. A custom platform at EUR 68,000, capturing even half that leakage (EUR 81,600), pays back in under 10 months and then generates net margin every year.
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FAQ
Isn't a market PSA enough to start?
Yes, for a firm under 15-20 consultants, a PSA at EUR 20-60/month is the right call: fast, proven, low risk. Custom becomes justified when your margin or billing rules exceed the standard.
How long to deliver a custom tool?
Allow 10 to 16 weeks for a timesheets + staffing + billing core. A tight scope on your most painful module can ship in 6-8 weeks.
How is margin per engagement calculated?
The tool reconciles loaded cost (salary + charges + expenses) with the billed amount, engagement by engagement. You see in real time which jobs fall below your target margin, often 30-40 %.
Can billing connect to accounting?
Yes. We interface the tool with your accounting software or ERP via API; invoices and payments sync automatically, cutting collection delay by about 15 days.
What happens as the team grows?
A well-designed custom tool is multi-user and evolves on demand: new roles, new staffing rules, new dashboards, without changing vendor or renegotiating licenses.
Let's scope your project. Tell us your headcount, billing model (fixed-fee/T&M) and accounting integrations: we frame a timesheets + staffing + margin core in the EUR 45,000-85,000 range. 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.
