The verdict in three sentences
In an Amsterdam engineering firm of 40 engineers, 30 % of projects overrunning their fee budget typically means 300,000 to 500,000 EUR of unbilled time per year. Project tracking software that links time entry, progress by phase and progress billing makes the overrun visible during preliminary design, not at project close. The choice is between an off-the-shelf tool at 40 to 90 EUR per user per month and custom software built around your fee logic, which can be scoped in under three weeks.
Why fees overrun in a Dutch engineering firm
The pattern is familiar: a structural or MEP engagement is priced in days per phase (SO, VO, DO, TO, UO, construction support), then client changes pile up without a change order. Time is logged at month end in a spreadsheet, often 10 to 15 days late, and the project lead finds the overrun when the phase is already at 140 % of budget.
Three warning signs recur in firms of 30 to 60 people: incomplete weekly timesheets (under 85 % filled), progress invoices raised by hand, and no alert threshold per phase. Software does not negotiate change orders for you, but it gives the managing director the data to do so on time.
| Indicator | Firm without dedicated tool | Firm with project tracking | Typical gap |
|---|---|---|---|
| Time entry delay | 10 to 15 days | 1 to 3 days | 5x faster |
| Timesheet completion rate | 70 to 85 % | 95 to 99 % | +15 points |
| Overruns detected before 80 % of phase | 20 % | 70 to 80 % | 3.5x |
| Invoicing delay after milestone | 25 to 40 days | 5 to 10 days | cash gained |
| Change orders secured on extra work | 30 to 40 % | 55 to 70 % | +25 points |
| Monthly admin time for the director | 2 to 3 days | half a day | 2 days freed |
These gaps are 2026 market estimates for engineering consultancies, to be recalibrated on your own project history.
Off-the-shelf or custom: 2026 costs to compare
Off-the-shelf project management tools for engineering cover the basics well: timesheets, phase budgets, invoicing. They often struggle with specifics: subcontracted calculations, joint ventures with a lead architect, fee indexation clauses, or Dutch DNR 2011 contract structures.
| Option | Upfront cost | Recurring cost | Go-live time | Main limit |
|---|---|---|---|---|
| Shared spreadsheet | 0 EUR | internal time | immediate | no reliable alerts |
| Entry SaaS tool (market estimate) | 2,000 to 5,000 EUR setup | 40 EUR x 40 users = 19,200 EUR/yr | 1 to 2 months | rigid phases and indexation |
| Full SaaS suite (market estimate) | 10,000 to 20,000 EUR rollout | 90 EUR x 40 users = 43,200 EUR/yr | 3 to 4 months | vendor lock-in |
| Custom build, Dutch agency (market estimate) | 50,000 to 120,000 EUR | 8,000 to 18,000 EUR/yr support | 4 to 6 months | high upfront budget |
| Custom build, Kolonell (medium app) | 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) | maintenance 75,000 FCFA/month (about 115 EUR) | 8 to 12 weeks | needs serious scoping |
Custom software makes sense when your billing rules are a competitive edge, or when you already pay over 30,000 EUR a year in licences for a tool your engineers work around.
Minimum requirements for the specification
- Time entry on mobile and browser, by project and phase, with an automatic Friday reminder.
- Phase budgets pulled from the fee proposal, with alerts at 70 % and 90 % consumption.
- Progress billing generated from the percentage approved by the project lead, exported to accounting (Exact, AFAS, Twinfield).
- Change log: each client request is recorded, priced and linked to a change order.
- Director dashboard: margin by project, client and project lead, refreshed daily.
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Illustrative example: Daan, managing director of a structural and MEP firm in Amsterdam, 40 engineers, 120 projects a year. 36 projects overrun, with an average of 11,000 EUR of unbilled fees, so 396,000 EUR a year. If the tool recovers a third of that through change orders or earlier rescoping, the gain is 132,000 EUR.
On cost: an off-the-shelf tool at 65 EUR per user comes to 31,200 EUR a year. A custom tool at 7,000,000 FCFA (10,670 EUR) plus 75,000 FCFA monthly maintenance (about 1,370 EUR a year) pays back in under two months in this scenario. Even dividing the gain by three, payback stays under six months.
FAQ
How much does project tracking software cost for a 40-person engineering firm?
Off the shelf, expect 40 to 90 EUR per user per month, so 19,200 to 43,200 EUR a year for 40 seats. Custom builds in the Netherlands run 50,000 to 120,000 EUR, and Kolonell builds them for 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR).
Will engineers actually log their time?
Yes, if entry takes under 2 minutes a day and works on mobile. An automatic reminder and a team-visible dashboard push completion above 95 % within 4 to 6 weeks.
Can we import our project history?
Yes, importing the last 2 to 3 years from spreadsheets is realistic in 3 to 5 working days. That history is what lets you calibrate alert thresholds by engagement type.
Does the tool handle joint ventures and subcontractors?
A custom tool can split fees between lead consultant and partners and track calculation subcontractors. In off-the-shelf tools this is often limited or sold as a paid add-on.
How long until a first usable version?
For a medium-complexity application, allow 8 to 12 weeks: 2 weeks of scoping, 6 to 8 of development and 2 of acceptance testing with two pilot project leads.
Let's scope your project. Send us your standard phases, project volume and accounting tools: we price custom project tracking at 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR), delivered in 8 to 12 weeks. 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.
