The verdict in three sentences
A consulting or HR firm lives on project and billable-hour profitability: without one unified tool, margin leaks through under-billing and loose staffing. In 2026 a custom management app (staffing, timesheets, billing) costs EUR 35,000 to 80,000 and ships in 4 to 6 months; under 30 consultants, a vertical SaaS at EUR 10-25/user/month is often enough. The real ROI comes from reliable time capture, which raises per-project margin by 5 to 15 points.
What a firm management app covers
A typical scope links four blocks: staffing (who is available, on which project, at what rate), timesheets (fast entry, manager validation), billing (fixed price, time & materials or milestones) and margin reporting by project, client and consultant. Add expense management, utilisation (TACE) tracking and accounting export.
| Function | Vertical SaaS | Custom | Main gain |
|---|---|---|---|
| Staffing / planning | Standard | Practice-aware | Less under-load |
| Timesheets | Yes | Custom validation flow | Billing reliability |
| T&M / fixed billing | Basic | Fine business rules | Fewer credit notes |
| Per-project margin | Limited | Real time | Faster decisions |
| Payroll/accounting link | Connectors | Custom API | Zero re-keying |
2026 costs: SaaS vs custom
| Option | 2026 cost | Timeline | For whom |
|---|---|---|---|
| Staffing SaaS (e.g. Boondmanager-type) | EUR 10-25/user/month | Immediate | < 30 consultants |
| Custom app (MVP) | EUR 35,000-50,000 | 4-5 months | 30-80 consultants, specific rules |
| Full custom app | EUR 60,000-80,000 | 5-6 months | Multi-practice, T&M + fixed |
| Annual maintenance | 15-20% of build | Recurring | All |
| Hosting + monitoring | EUR 300-900/month | Recurring | All |
Custom pays off when billing rules (milestones, caps, tiered day rates) or the practice model do not fit a SaaS. Below 30 consultants, SaaS stays the rational choice.
Mini case study
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Benoît runs an HR consulting firm in London, 42 consultants, average day rate EUR 750. An internal audit shows 6% of worked days are never logged or billed for lack of a reliable tool, i.e. roughly 0.06 × 42 × 210 days × EUR 750 ≈ EUR 397,000 of potential revenue lost per year. A custom app at EUR 65,000 that recovers even half of this under-billing generates ~EUR 198,000 in year one: payback in under 4 months.
FAQ
How long to deliver a usable first scope? A staffing + timesheets MVP ships in 4 to 5 months. Advanced billing and margin reporting follow in phase 2 over 2 to 3 more months.
SaaS or custom for 25 consultants? At that size a vertical SaaS at EUR 10-25/user/month (EUR 250-625/month) is almost always right; custom becomes relevant beyond 30-40 consultants or with atypical rules.
Can it connect to payroll and accounting? Yes, via API or exports. Budget EUR 5,000 to 12,000 for custom payroll/accounting connectors, which remove re-keying and errors.
How does time tracking improve margin? By making actual vs sold visible per project: you catch overruns early, re-bill change orders and adjust staffing, recovering 5 to 15 points of margin.
What maintenance budget should I plan? Expect 15 to 20% of the build cost per year, plus hosting (EUR 300-900/month), covering upgrades, security and support.
Let's scope your project. Tell us your consultant headcount, billing rules (T&M/fixed/milestones) and an indicative budget, and we'll frame the most profitable MVP scope. 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.
