The verdict in three sentences
Custom software to steer projects, time tracking, client profitability and billing in a creative agency costs between 30,000 and 80,000 EUR in 2026, over a 3 to 6 month timeline. The main gain is not administrative: it is visibility on margin per project, which often improves by 5 to 10 points once time is genuinely allocated. An agency SaaS at 20 to 50 EUR/user/month is enough to start; custom wins when your margin rules and billing process are too specific.
Price per building block in 2026
| Block | Scope | 2026 cost (EUR) | Timeline |
|---|---|---|---|
| Project management | Tasks, milestones, resources | 7,000 - 16,000 | 4 - 6 wk |
| Time tracking | Entry, allocation, approval | 6,000 - 14,000 | 3 - 5 wk |
| Client/project profitability | Real-time margin, alerts | 8,000 - 18,000 | 4 - 7 wk |
| Billing + quotes | Generation, reminders, credits | 7,000 - 16,000 | 4 - 6 wk |
| Accounting integration | Ledger export, connector | 4,000 - 10,000 | 2 - 4 wk |
| Leadership dashboards | KPIs, forecast, capacity | 5,000 - 12,000 | 3 - 5 wk |
An agency keeping projects + time + profitability + billing lands around 48,000 EUR.
Custom vs agency SaaS
| Criterion | Agency SaaS | Custom |
|---|---|---|
| Year 1 cost (15 users) | 3,600 - 9,000 EUR/yr | 30,000 - 80,000 EUR (one-off) |
| Recurring cost year 2+ | 3,600 - 9,000 EUR/yr | 4,000 - 12,000 EUR/yr |
| Custom margin rules | Standard | Full |
| Fine-grained time allocation | Often limited | Native |
| Accounting integration | Variable | Native |
| Data/code ownership | No | Yes |
For 15 users, SaaS costs little upfront but plateaus fast on margin granularity; custom is justified as soon as 1 to 2 points of margin recovered exceed the amortized annual cost. 2026 order of magnitude.
Mini case study
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Julie runs a creative agency in Dublin, 18 staff, revenue 2,400,000 EUR/yr, estimated gross margin 28%. Without reliable time allocation, 3 large clients are sold at a loss and nobody sees it. A tool at 48,000 EUR that makes project margin visible in real time enables renegotiation or reprioritization: recovering 6 points of margin on the 40% of revenue poorly steered (960,000 EUR), the annual gain reaches 57,600 EUR. The project pays back in about 10 months, excluding faster billing gains.
FAQ
Can we connect the tool to our accounting? Yes, via ledger export and connectors to common software. Budget 4,000 to 10,000 EUR for accounting integration, which removes double entry of invoices.
How do we make time entry reliable? We keep it as simple as possible: mobile entry, timers, drag-and-drop allocation and reminders. Reliable entry above 85% is enough to steer margin precisely.
How long to the first version? A projects + time-tracking core ships in 6 to 8 weeks; profitability and billing follow, for a total of 3 to 6 months.
Is custom worth it versus a SaaS at 30 EUR/user? Below 10 users with standard needs, SaaS is often enough. Beyond that, or with specific margin and billing rules, custom becomes more profitable and more accurate.
Can it handle quotes and credit notes? Yes, the billing module covers quotes, invoices, deposits, credit notes and automated reminders, with compliant numbering and accounting export.
Let's scope your project. State your headcount, priority blocks (time, profitability, billing) and an indicative budget: we cost the core and the accounting integration. 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.
