The verdict in three sentences
When a consultancy handles 2,200 Part L jobs a year (SAP calculations, SBEM, EPCs), email chasing costs more than a client portal that centralises drawing upload, status and certificates. A realistic budget is 22,000 to 43,000 GBP ex VAT, including the connector to the calculation software, with go-live in 3 to 4 months and hosting at 70 to 130 GBP a month. The payback shows quickly: 12 admin hours saved per week and jobs that arrive complete.
Why email no longer works
The managing director of an energy consultancy in London works for about sixty housebuilders and contractors, thirty architects and a few developers. Every job follows the same path: drawings and specification received, data entered in the calculation software, back and forth on glazing or heating systems, design stage SAP for Building Control, then as-built SAP and EPC after the air tightness test. The trouble comes from missing documents and repeated questions. Where is the Smith job? What are you missing? Can you resend the EPC? Every day the team answers dozens of emails that move no calculation forward.
A client portal fixes this. The builder uploads documents into a structured checklist (plans, sections, specification, window schedule), sees instantly what is missing, follows each job's status and downloads Part L compliance reports, SAP outputs and EPCs directly. Chasers become automatic: a reminder goes out after 5 days if a document blocks the job.
What the portal costs in 2026
2026 orders of magnitude seen with UK agencies and development studios for this kind of business tool.
| Module | 2026 range (GBP ex VAT) | Scope |
|---|---|---|
| Discovery, user flows and wireframes | 2,500 to 5,000 | Workshops with assessors and admin team |
| Client accounts and document upload | 4,500 to 8,500 | Checklist per job type, file format checks |
| Stage status and notifications | 3,500 to 7,000 | 6 to 8 stages, emails and automatic reminders |
| Certificate and report delivery | 2,500 to 5,000 | Archive, download, history per site |
| Connector to calculation software | 5,000 to 12,000 | Project data import, results export |
| Invoicing and dashboard | 4,000 to 5,500 | Jobs per client, average turnaround |
| Indicative total | 22,000 to 43,000 | 3 to 4 months |
The connector is the most variable line. If it only creates the project in the calculation software from portal data, you stay at the low end. If it also pulls results (DER versus TER, fabric efficiency, overheating checks) to show the client, the budget rises.
Comparing the options
| Option | Upfront cost | Recurring | Limit |
|---|---|---|---|
| Cloud file sharing + spreadsheet | 0 to 400 GBP | 8 to 18 GBP per user per month | No status, no chasers, version errors |
| Generic project management tool | 800 to 2,500 GBP setup | 12 to 35 GBP per user per month | Poor handling of external clients, no software link |
| Custom portal without connector | 15,500 to 26,000 GBP ex VAT | 70 to 130 GBP hosting | Double entry in calculation software |
| Custom portal with connector | 22,000 to 43,000 GBP ex VAT | 70 to 130 GBP hosting + maintenance | Larger investment |
| Application maintenance | 250 to 600 GBP ex VAT per month | Ongoing | Contract at handover |
At 2,200 jobs, the connected version makes sense: 10 minutes of double entry per job already equals 366 hours a year. This kind of build falls under our custom web applications, with a public page that can be supported by SEO to attract builder enquiries.
Rules that drive adoption
The consultancy's clients are site managers and office coordinators, not IT people. The portal must work on mobile from site, with magic link sign-in instead of a password forgotten every month. Each stage should show a target turnaround (for instance 5 working days for a design stage SAP once documents are complete), which cuts calls. Finally, plan the import of live jobs from the start: you do not launch an empty portal while 300 active jobs stay in inboxes.
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Mini case study
Oliver, managing director of an energy consultancy in London, employs two coordinators who each spend about 15 hours a week on chasers and status updates. He invests 33,000 GBP ex VAT in a connected portal, plus 110 GBP a month for hosting and 400 GBP for maintenance, so 39,120 GBP in year one. The portal removes 12 admin hours a week, or 552 hours over 46 weeks, valued at a loaded 28 GBP: 15,460 GBP a year. Add 5 minutes of double entry saved on 2,200 jobs, 183 assessor hours at 45 GBP, about 8,240 GBP. The annual gain reaches roughly 23,700 GBP: the project pays back in under two years, then frees capacity to handle 15 to 20% more jobs without hiring.
FAQ
How much does a client portal for an energy consultancy cost in London in 2026?
Budget 22,000 to 43,000 GBP ex VAT depending on how deep the calculation software connector goes. A version without connector starts around 15,500 GBP ex VAT.
What is the monthly cost once live?
Hosting runs 70 to 130 GBP a month, plus maintenance of 250 to 600 GBP ex VAT a month. This covers security, backups and small enhancements.
Can the portal deliver SAP reports and EPCs?
Yes, reports and certificates uploaded by the assessor become downloadable once approved, with a history per site. Clients no longer need to email for a copy.
How long until go-live?
The usual timeline is 3 to 4 months, including 3 weeks of discovery. Allow 2 weeks to import the 200 to 300 live jobs.
Will clients actually use it?
Adoption often exceeds 80% of regular builders within 3 months when the portal becomes the only accepted channel for documents. Passwordless sign-in and simple mobile use help a lot.
Let's scope your project. Share your job volume, client types and calculation software, and we will scope the portal and its go-live plan. 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.
