The verdict in three sentences
A 30-engineer consultancy that does not measure margin per project discovers overruns at close-out, when it is too late to renegotiate. A sector ERP at EUR 80-150 per user per month provides a standard framework, while a custom tool at EUR 35,000-80,000 (about USD 38,000-88,000) follows your work stages (concept, scheme, detailed design, construction) and your progress billing logic. Firms that track time by stage recover about 3 points of margin in the first year.
Sector ERP or custom tool: 2026 prices
Engineering ERP vendors offer project, time and billing modules. They suit firms that accept their structure. Consultancies mixing design, expert witness and coordination work often hit their limits. Here are 2026 orders of magnitude for 30 users, whether in Marseille or London (excluding VAT).
| Option | Upfront cost | Annual cost (30 users) | Timeline | Fit with work stages |
|---|---|---|---|---|
| Engineering sector ERP | EUR 8,000 to 20,000 setup | EUR 28,800 to 54,000 | 3 to 6 months | Medium |
| Generic project management tool | EUR 1,000 to 3,000 | EUR 5,400 to 10,800 | 1 month | Low, no margin per project |
| Custom tool (time, margin, billing) | EUR 35,000 to 55,000 | EUR 4,000 to 7,000 | 4 to 5 months | Full |
| Full custom tool (resourcing, subcontracting, BI) | EUR 55,000 to 80,000 | EUR 6,000 to 10,000 | 6 to 8 months | Full |
| Status quo spreadsheets | EUR 0 | Hidden cost: unmanaged margin | Immediate | None |
Over five years, the sector ERP costs EUR 152,000 to 290,000, the custom tool EUR 55,000 to 130,000. The gap easily funds a serious specification and ongoing maintenance.
The indicators that make margin visible
The tool must link three flows: hours logged per stage, contracted fees and invoices issued. Without that link, you cannot tell whether a EUR 120,000 project has used 70 % of its hours budget for 40 % progress.
| Indicator | Calculation | Suggested alert threshold | Decision triggered |
|---|---|---|---|
| Hours budget consumed per stage | Actual hours / sold hours | Above 80 % before stage end | Variation or reallocation |
| Margin per project | Fees minus loaded hour cost and subcontracting | Below 15 % | Review with project lead |
| Work in progress unbilled | Validated progress minus invoiced | Above EUR 20,000 | Issue progress invoice |
| Billable utilisation | Billable hours / total hours | Below 70 % | Revisit resourcing plan |
| Average collection time | Days between invoice and payment | Above 60 days | Chase, contract terms |
| Subcontracting cost | Share of fees paid out | Above 25 % | In-house or external choice |
Progress billing generated from the tool also reduces unbilled work: in equipped consultancies it often falls by 30 to 40 %.
Mini case study
James, managing director of a 30-engineer structural consultancy in London, turns over EUR 3.2 million with a 6 % net margin. His refurbishment projects regularly overrun during construction stage without anyone noticing before close-out.
He invests EUR 62,000 in a custom tool (time by stage, margin per project, progress billing), plus EUR 7,500 per year of maintenance. By spotting overruns at 80 % of the hours budget, he triggers variations on 9 projects and reallocates two engineers. Gain: 3 points of margin, or EUR 96,000 per year. Payback comes in about 8 months.
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FAQ
Will our engineers actually log their time?
Yes, if logging takes under 5 minutes a day from mobile or desktop, with projects and stages pre-filled. Completion rates then exceed 90 % from the second month.
Can the tool pull our accounting data?
Yes, through an export or API with your accounting software. This integration usually accounts for EUR 5,000 to 10,000 of the budget.
How long until the tool is live?
Allow 4 to 5 months for time, margin and billing, then 2 to 3 more months for resourcing and BI if you add them.
Is an off-the-shelf ERP not less risky?
It is on maintenance, but 30 users at EUR 80-150 per month means EUR 28,800 to 54,000 every year. If your stages and billing methods are non-standard, configuration quickly exceeds EUR 20,000.
Can we start small?
Yes, a first phase at EUR 35,000 focused on time by stage and margin per project often pays for the rest.
Let's scope your project. Send us your headcount, project types and current tools, and we will price a custom project management tool between EUR 35,000 and 80,000, delivered in 4 to 8 months. 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.
