The verdict in three sentences
The spreadsheet hides your engagements' real profitability: without real-time time/budget tracking, overruns are discovered too late. A custom engagement tracking module (25,000-70,000 EUR in 2026) links logged time, sold budget and billing, and triggers alerts before margin evaporates. The typical gain is +10 to +15 % profitability across the engagement portfolio.
What the spreadsheet really costs you
A mid-sized Dublin firm handles 200-400 recurring engagements. The spreadsheet shows neither real progress nor budget drift engagement by engagement. Here is the pilotage gap.
| Indicator | Spreadsheet tracking | Dedicated module |
|---|---|---|
| Overrun alert | After the fact | Real time |
| Realisation rate | Estimated | Auto-calculated |
| Out-of-scope rebilling | Often forgotten | Systematised |
| Monthly reporting time | 1-2 days | Instant |
| Margin / engagement visibility | Weak | Per engagement and per client |
| Data reliability | Re-keyed | Single source |
Investment and return, 2026 order of magnitude
The module is priced by scope. Here is a realistic range for an 8-15 staff firm.
| Scope | 2026 range | Timeline |
|---|---|---|
| Time + budget per engagement | 25,000-40,000 EUR | 2-3 months |
| + Alerts and realisation rate | 35,000-55,000 EUR | 3-4 months |
| + Rebilling and linked invoicing | 50,000-70,000 EUR | 4-5 months |
| Annual maintenance | 12-18 % of build | Ongoing |
| Team training | 2,000-5,000 EUR | 1-2 weeks |
Mini case study
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Marc, partner of a 12-person firm in Dublin, bills 2.4 M EUR across roughly 300 engagements. He finds 12 % of time unbilled for lack of tracking, about 288,000 EUR of "lost" production per year. A custom module at 48,000 EUR recovers half of that out-of-scope work in year one, 144,000 EUR rebillable. The investment pays back in under 5 months, then the firm durably consolidates 10-15 % extra profitability across its portfolio.
FAQ
Isn't a well-kept spreadsheet enough? It freezes a monthly snapshot but doesn't catch drift mid-engagement. The hidden cost runs around 10-15 % of unbilled time, invisible in the spreadsheet.
How much does a tracking module cost in 2026? Plan 25,000-70,000 EUR custom by scope, with 12-18 % of build as annual maintenance.
What is the setup timeline? From 2 to 5 months depending on features, engagement history migration and training included.
Can it integrate with billing? Yes: that's the main point, automatically turning detected out-of-scope time into approvable invoice lines.
What ROI to expect? Generally +10 to +15 % engagement profitability, with payback often under 6 months for an active firm.
Let's scope your project. Tell us your number of engagements, revenue and profitability leaks: we frame a tracking module calibrated to your portfolio. 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.
