The verdict in three sentences
A firm staffing its consultants on Excel steers blind: real utilization surfaces at month-end, per-mission margins too late. A custom PSA tool (capacity plan, day rate, timesheets, margin, billing) costs €45,000 to 200,000 excl. VAT depending on scope, with maintenance of 13–16%/year. Gaining 5 to 10 utilization points across 60 consultants is worth several hundred thousand euros of annual margin.
PSA modules and their cost
| Module | Role | Range (€ excl. VAT) |
|---|---|---|
| Capacity plan / staffing | Assignments, availability, conflicts | 15,000 – 30,000 |
| Timesheets & approval | Time entry, approval, reminders | 12,000 – 22,000 |
| Day rate & per-mission margin | Costs, day rates, real-time margin | 15,000 – 30,000 |
| Billing & change orders | Invoices, T&M/fixed, revenue | 15,000 – 35,000 |
| Capacity forecasting | Pipeline, capacity, alerts | 12,000 – 28,000 |
| Payroll/accounting integrations | Export to existing systems | 12,000 – 25,000 |
A usable staffing + timesheet MVP lands at €45,000–80,000 excl. VAT. The full PSA platform (margin, billing, forecasting) reaches €110,000–200,000 excl. VAT, over a 16–24 week timeline.
Custom vs off-the-shelf PSA (per user/month)
| Criterion | Off-the-shelf PSA | Custom PSA |
|---|---|---|
| Recurring cost (60 users) | €15–35/user/month = €10,800–25,200/year | ~13–16%/year maintenance |
| Upfront cost | Low (setup) | €110,000 – 200,000 excl. VAT |
| Staffing logic | Standard, rigid | Matches your rules |
| Custom day rate & margin | Limited | Full, real-time |
| French payroll integration | Often partial | Native |
| Ownership / data | Tenant | Owner |
| 5-year cost (60 users) | €54,000 – 126,000 | build + ~€75,000 maintenance |
An off-the-shelf PSA is cheap to enter but constrains your staffing model and bills per user — at 60 consultants the recurring bill climbs. Custom flips it: upfront investment, then a tool that matches your margin steering exactly.
Mini case study
Étienne is a partner at a consulting firm in Paris, 60 consultants, average day rate €900, utilization at 72%. By automating the capacity plan and forecast, he targets 80% utilization: 8 points more.
Math: 8% × 60 consultants × ~200 billable days/year × €900 = €8.64M of theoretical capacity; conservatively converting 60%, that is about +€500,000 of billed revenue over the year. Against a PSA platform at €150,000 excl. VAT + ~€22,000/year maintenance, payback lands in the first year.
FAQ
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How much does custom staffing/PSA software cost in 2026?
Budget €45,000–80,000 excl. VAT for a staffing + timesheet MVP and €110,000–200,000 excl. VAT for a full PSA platform. Maintenance is 13–16%/year of the build.
Why not an off-the-shelf PSA?
At 60 consultants, per-user/month pricing (€15–35) reaches €11,000–25,000/year and imposes its staffing logic. Custom matches your margin rules and becomes competitive as soon as the model is specific.
How is ROI measured?
Mainly through utilization: each point gained on consultants at €900 day rate weighs heavily. Real-time per-mission margin also avoids missions sold at a loss.
Does it integrate with payroll and accounting?
Yes: approved timesheets, consultant costs and invoices export to your payroll and accounting. This is often the weak spot of generic PSAs on the French market.
What is the implementation timeline?
An MVP ships in 16–20 weeks, the full platform in 20–24 weeks, with a progressive per-team rollout to secure adoption.
Let's scope your project. Tell us your headcount, average day rate and current utilization and we'll frame the PSA MVP and an indicative budget. 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.
