The verdict in three sentences
A vertical PSA (Professional Services Automation) costs 30 to 100 EUR per seat per month: it standardises engagement tracking but struggles with your own metrics. A custom tool at 50,000-105,000 EUR links staffing, day rates, timesheets, billing and margin per engagement in a single view. The real lever is not software price but utilisation: each point gained is worth tens of thousands of euros.
Firm KPIs driven
| Metric | 2026 target | Before tool | After tool |
|---|---|---|---|
| Utilisation (billable) | > 75% | 68% | 78% |
| Average day rate | 850 EUR | 820 EUR | 870 EUR |
| Net margin per engagement | > 25% | 19% | 27% |
| Backlog (months of work) | 3 months | 1.8 months | 3.1 months |
| Billing cycle time | < 15 days | 34 days | 12 days |
| Unbilled time leakage | < 6% | 14% | 5% |
Cost per module
| Module | Scope | 2026 order of magnitude |
|---|---|---|
| Staffing & consultant planning | Assignment, availability | 10,000 - 18,000 EUR |
| Timesheets & day rates | Entry, approval, alerts | 8,000 - 14,000 EUR |
| Margin & engagement P&L | Costs, rebilling, margin | 9,000 - 16,000 EUR |
| Billing & payroll connector | Generation, accounting export | 8,000 - 15,000 EUR |
| Client portal & reporting | Deliverables, dashboards | 10,000 - 20,000 EUR |
| V1 total | 45,000 - 83,000 EUR |
Mini case study
Mark, director of a 20-consultant advisory firm in Amsterdam, runs at 68% utilisation. His custom tool at 68,000 EUR improves staffing and cuts bench time. Utilisation rises to 78%, i.e. +10 points across 20 consultants billable 220 days/year at 850 EUR: roughly +374,000 EUR of potential annual billings. Even converting just a third of that gain, the tool pays back in under seven months.
FAQ
Off-the-shelf PSA or custom: how to decide?
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If your engagements are standard, a vertical PSA suffices. Once you have specific day-rate, rebilling or margin rules, custom avoids the Excel workarounds that distort steering.
How long to deploy the tool?
A V1 with staffing + time + billing takes 10 to 16 weeks. Add 2 to 4 weeks for a payroll or accounting connector.
How does the tool improve utilisation?
By exposing availability, bench time and backlog in real time, it lets you assign faster and sell capacity before it is lost.
Can we connect payroll and accounting?
Yes, via API or structured export to your payroll and accounting software, removing re-keying and making margin reliable.
What annual maintenance budget?
Budget 12 to 18% of the build cost, i.e. 5,500 to 12,000 EUR/year for a 68,000 EUR tool, hosting and enhancements included.
Let's scope your project. Custom PSA: staffing, day rates, engagement margin and payroll connector, indicative budget 50,000 to 105,000 EUR, V1 in 10 to 16 weeks. 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.
