The verdict in three sentences
Generic HR SaaS (EUR 8-25/user/month) covers basic tracking but forces you to juggle three disconnected tools. A custom tool (EUR 30,000-75,000) unifies mission tracking, evaluations, candidate pool and client portal into one flow — and becomes profitable as soon as consulting is your core business. GDPR compliance on candidate data is not optional: it is wired in from design.
Generic SaaS vs custom tool
Most HR firms stack an ATS, a spreadsheet and a project tool. Here is what a unified solution changes. Figures: 2026 order-of-magnitude estimates.
| Criterion | Stacked generic SaaS | Custom tool |
|---|---|---|
| Entry cost | EUR 0-2,000 | EUR 30,000-75,000 |
| Recurring cost | EUR 8-25/user/month x 3 tools | Maintenance EUR 700-2,000/month |
| Mission tracking | Partial | Custom |
| Candidate pool / ATS | Separate | Integrated |
| Client portal | Rare | Included |
| GDPR candidate compliance | To verify | Wired in from design |
| Rollout | Immediate | 10-18 weeks |
Stacking SaaS looks cheap, but double entry and the lack of a consolidated view cost dearly in time and errors. Custom replaces 3 subscriptions with an asset you control.
Cost breakdown of a custom project
To frame a realistic budget, here is the typical split of a EUR 55,000 project.
| Line item | Range | Share of budget |
|---|---|---|
| Scoping and UX | EUR 5,000-10,000 | 12-15 % |
| Core development (missions, evals) | EUR 18,000-35,000 | 45-50 % |
| Candidate pool / ATS | EUR 6,000-14,000 | 15-20 % |
| Payroll / external ATS integration | EUR 4,000-10,000 | 8-12 % |
| Client portal | EUR 5,000-12,000 | 10-15 % |
| GDPR compliance | EUR 2,000-6,000 | 4-8 % |
This structure lets you prioritise: start on the core (missions + evaluations), then add pool and portal in batches to smooth spending.
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Mini case study
Sarah, MD of a 14-consultant HR consulting firm in London. Her consultants lose 4 h/week each consolidating data between the ATS, a tracking spreadsheet and the billing tool. At EUR 65/h loaded, that is 14 x 4 x 65 x 44 weeks = EUR 160,000/year. A custom tool at EUR 55,000 plus EUR 15,600/year maintenance that removes 65 % of that frees EUR 104,000/year. Payback in about 8 months, then a significant net annual margin.
FAQ
How much is a custom tool for an HR consulting firm? Between EUR 30,000 and 75,000 depending on scope (missions, evaluations, pool, portal), plus EUR 700-2,000/month maintenance for enhancements and support.
Can we integrate our payroll and existing ATS? Yes, via API: budget EUR 4,000-10,000 to connect payroll or an external ATS, avoiding double entry and making data reliable.
What GDPR obligations apply to candidate data? Limited retention (often 2 years after last contact), consent, right of access and erasure. The compliance module is EUR 2,000-6,000 and must be wired in from design.
How fast is the tool live? Plan for 10-18 weeks for full scope, with a usable first version (missions + evaluations) from week 8.
Is it better to stack SaaS or invest in custom? Under 5 consultants, SaaS is enough. Above 10-12, the value of hours saved (often EUR 100,000+/year) justifies custom and an asset you control.
Let's scope your project. Give us your consultant count, current tools and your two biggest irritants: we cost a batched scope with ROI. 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.
