The verdict in three sentences
A SaaS PSA (25-90 EUR/user/month) structures a firm's staffing but struggles to model your margin rules and billing grids. Custom software (45,000-95,000 EUR) links resource planning, per-engagement margin tracking and payroll/billing integration. Custom becomes profitable from 30-40 consultants, when each point of utilisation is worth tens of thousands of euros.
Market PSA or custom: the numbers
SaaS per user fits a standard team. Once your model mixes time-and-materials, fixed-fee and variable day rates, a custom tool prevents spreadsheet workarounds.
| Criterion | Market SaaS PSA | Custom software |
|---|---|---|
| Entry cost | 2,000-8,000 EUR setup | 45,000-95,000 EUR |
| Recurring cost | 25-90 EUR/user/month | Hosting 250-550 EUR/month |
| Rollout time | 6-10 weeks | 14-22 weeks |
| Resource planning | Standard | Custom (skills, availability) |
| Per-engagement margin | Basic | Advanced (real time, alerts) |
| Payroll/billing integration | Connectors | Dedicated API |
| Variable rates and fixed fees | Limited | Unlimited, configurable |
For 40 consultants, a PSA at 60 EUR means 28,800 EUR/year, over 115,000 EUR across four years, with no guarantee your margin rules are faithfully reproduced.
The modules of a margin-driven firm
Custom software links consultant assignment to financial results. 2026 order of magnitude per lot.
| Module | Key function | Order of magnitude (EUR) |
|---|---|---|
| Staffing and planning | Skills, availability | 10,000-18,000 |
| Engagement tracking | Milestones, deliverables, time | 9,000-16,000 |
| Timesheets | Entry, approval, allocation | 7,000-13,000 |
| Margin tracking | Cost vs day rate, alerts | 9,000-15,000 |
| Billing | T&M, fixed fee, progress | 8,000-14,000 |
| Management reporting | Utilisation, backlog, pipeline | 6,000-11,000 |
Mini case study
Mr Lefèvre, partner in a 45-consultant IT services firm in Paris with an average day rate of 620 EUR, sees a utilisation rate of 78 %. He invests 82,000 EUR in custom staffing software with margin tracking. Result: +10 points of utilisation, equivalent to 4.5 additional billed consultants. At 620 EUR/day over 210 billable days, that is about 585,000 EUR of extra production per year. Even at a 15 % net margin, the investment pays back in under 12 months.
FAQ
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Isn't a SaaS PSA enough for a firm?
For a small team with simple rules, yes. From 30-40 consultants and mixed billing models (T&M, fixed fee, variable rates), custom software avoids parallel spreadsheets and makes margin reliable.
What does custom staffing software cost in 2026?
Between 45,000 and 95,000 EUR depending on modules, plus 250 to 550 EUR/month for hosting and maintenance. Margin tracking and staffing offer the highest ROI.
How do you gain utilisation?
By seeing availability, skills and bench in real time. Staffing two weeks ahead is often enough to gain 8 to 10 points of utilisation.
Can we track margin engagement by engagement?
Yes. The tool compares production cost (loaded salaries, logged time) to billing, with alerts as soon as an engagement drifts below the target margin threshold.
Does it integrate with our payroll and billing?
Yes, through a dedicated API that pushes approved time to payroll and progress bills to invoicing, with no double entry or accounting re-keying.
Let's scope your project. Tell us your consultant count, billing models and payroll integrations for a costed scope (indicative budget 45,000-95,000 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.
