The verdict in three sentences
An accounting firm of 30 staff that does not measure profitability per client file typically leaves 10 to 20% of its files underwater without knowing it. Custom software linking engagement letters, time tracking and billing costs 20,000 to 50,000 EUR in 2026 (about 21,500 to 54,000 USD), versus 25 to 60 EUR per user per month for SaaS. The expected gain, 5 to 10 margin points on loss-making files, pays back the tool in under 18 months in most firms.
Functional scope and cost
The engagement letter sets the fee, time tracking measures the real cost and billing collects: as long as these three live in separate tools, nobody sees the gap. The software must link them at client file level.
| Module (2026, excl. tax) | Scope | Range |
|---|---|---|
| Engagement letters | Templates per service, e-signature, amendments, annual review | 4,000 to 9,000 EUR |
| Time tracking | Mobile and web entry, service codes, timer, manager approval | 4,000 to 10,000 EUR |
| Budget per file | Planned vs actual hours, overrun alerts at 80% | 3,000 to 8,000 EUR |
| Billing and reminders | Fixed fees, adjustments, deposits, automatic reminders | 4,000 to 10,000 EUR |
| Dashboards | Profitability per file, staff member, service, partner | 3,000 to 8,000 EUR |
| Connectors | Practice production software, document management, firm accounting | 2,000 to 5,000 EUR |
The low end (20,000 EUR) covers engagement letters, time and profitability, with an export to the existing billing tool. The high end (50,000 EUR) adds full billing, e-signature and connectors to production tools.
Custom or market SaaS
Specialized SaaS for accounting firms exists and works well for standard practices. Custom makes sense when the firm has atypical services (outsourced payroll, advisory, legal), several offices or its own pricing policy.
| Criterion (2026 order of magnitude) | Accounting firm SaaS | Custom software |
|---|---|---|
| Initial cost | 2,000 to 6,000 EUR setup | 20,000 to 50,000 EUR |
| Recurring cost for 30 users | 750 to 1,800 EUR per month | 250 to 700 EUR per month |
| Cumulative 5-year cost | 47,000 to 114,000 EUR | 35,000 to 92,000 EUR |
| Custom profitability indicators | Limited to built-in reports | Unlimited |
| Engagement letter templates | Provided | Based on your templates |
| Time to go live | 2 to 6 weeks | 3 to 5 months |
At 30 users the two options converge over 5 years. The choice therefore comes down to functional fit and whether you want to own your tool and data.
Where the 5 to 10 margin points hide
In a 30-person firm, losses almost always come from the same sources: extra work done outside the engagement letter and never billed, fixed fees not reviewed for 3 or 4 years while document volume has doubled, and poorly prepared client files that consume 30 to 50% more time. A tool that alerts at 80% of the hours budget lets you trigger an amendment or adjustment before year-end, not after.
Mini case study
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Jennifer, partner in a 30-person accounting firm in Toronto, bills 2.4 M EUR equivalent per year (about 2.6 M USD). After three months of time tracking she finds that 15% of files, or 360,000 EUR of fees, have a negative margin. By reviewing fixed fees and billing extra work, she recovers 8 margin points on those files, about 28,800 EUR per year. The custom software cost 35,000 EUR plus 450 EUR per month of maintenance: payback comes in about 18 months, then the gain accumulates every year (estimate).
FAQ
How much does time tracking software for an accounting firm cost?
Between 20,000 and 50,000 EUR for a custom build in 2026 for a 30-person firm, with engagement letters and billing at the top of the range. SaaS costs 25 to 60 EUR per user per month.
Will staff really log their time?
Yes, if entry takes under 5 minutes a day on mobile and desktop, with a timer and prefilled service codes. A logging rate above 90% is achievable within 2 months with weekly manager approval.
Can the software generate engagement letters?
Yes, from your templates per service type, pulling file data and with e-signature. The annual fee review can be suggested automatically based on actual time spent.
How long does deployment take?
Plan 3 to 5 months for a custom build, ideally starting after tax season. A one-month pilot with a team of 5 to 8 people secures the rollout.
Can it connect to our practice production software?
In most cases yes, through export, API or file import. The connector represents 2,000 to 5,000 EUR depending on the tool.
Let's scope your project. Tell us your headcount, service types and current tools, and we will price per-file profitability software in phases, scheduled outside tax season. 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.
