The verdict in three sentences
An 18-person agency in London delivering 160 events a year, with budgets from 15,000 to 500,000 GBP, often only learns its real margin a month after the event, when the last supplier invoices land. Between the 25 to 35 % target gross margin and the actual figure, the gap regularly exceeds 2 points because nothing links client quotes, purchase orders and supplier invoices. A custom tool costs 2,500,000 to 15,000,000+ FCFA (3,810 to 22,870+ EUR) at Kolonell depending on complexity, delivered in 12 to 14 weeks, with add-on modules quoted separately.
Why margin leaks away
In a MICE or brand experience agency, a project moves from the first quote through three to five client revisions, supplier sourcing (catering, AV, venue, transport, rooms), then delivery with last-minute change orders. When all of this lives in one spreadsheet per project plus an inbox, overruns never surface in time.
| Source of margin erosion | 2026 order of magnitude | Effect on a 70,000 GBP event |
|---|---|---|
| Supplier change orders not recharged | 1 to 3 % of budget | 700 to 2,100 GBP |
| Client quote built on outdated supplier rates | 0.5 to 1.5 % | 350 to 1,050 GBP |
| Internal hours not tracked per project | 40 to 120 hours | Margin overstated |
| Duplicate bookings (transfers, kit) | 0.3 to 1 % | 210 to 700 GBP |
| Disputed supplier invoices | 5 to 10 % of invoices | Close-out delayed 30 to 60 days |
| Gap between target and actual margin | 2 to 4 points | 1,400 to 2,800 GBP |
On annual revenue of around 8,400,000 GBP, a 2-point gap means 168,000 GBP of gross margin lost every year.
Scope of an agency tool
Generic project management tools, at 8 to 22 GBP per user per month, handle tasks but not margin. Specialised event management platforms, at roughly 40 to 130 GBP per user per month as a 2026 order of magnitude, go further but impose their own quoting model. A custom tool starts from the way you price.
| Module | Function | Indicative Kolonell level |
|---|---|---|
| Quotes and versions | Lines by cost head, markup, client versions | Simple: 2,500,000 to 4,000,000 FCFA (3,810 to 6,100 EUR) |
| Supplier database | 300 suppliers, rates, ratings, compliance documents | Included at simple level |
| Purchase orders and invoice matching | Committed, invoiced, variance per line | Medium: 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) |
| Critical path and event-day run sheet | Milestones, timings, contacts, mobile view | Included at medium level |
| Time tracking and actual margin | Internal hours, margin per project and client | Complex with the rest: 7,000,000 to 15,000,000+ FCFA (10,670 to 22,870+ EUR) |
| Accounting link and dashboards | Export to accounts, management reporting | Included at complex level |
For an 18-person agency, the medium level is often enough in year one, with time tracking as a second phase. Maintenance then costs 35,000, 75,000 or 120,000 FCFA per month (53, 114 or 183 EUR).
What makes the difference on site
The event-day run sheet must work on mobile and offline when venue signal is poor, with timings, supplier contacts and floor plans. Project managers need to log a change order in under a minute on site, with its client recharge. Without that, change orders get noted on paper and are forgotten by the time the final invoice goes out, which is exactly where most of the lost margin comes from. The supplier database should also hold insurance certificates, risk assessments and method statements, since venues across London ask for public liability cover of 5 to 10 million GBP from every contractor.
Mini case study
Emma, managing director of an 18-person agency in Shoreditch, London, runs 160 events a year for about 8,400,000 GBP of revenue. Her target margin is 30 %, her actual margin 27.5 %. Recovering just 1 point through purchase order matching and change order recharging adds 84,000 GBP of gross margin a year.
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The chosen scope sits at medium level, at most 10,670 EUR, with standard maintenance at 114 EUR a month, or 1,368 EUR a year. Payback arrives in under 2 months of use, and project close-out drops from 45 to 15 days on average.
FAQ
Can we reuse our spreadsheet quote templates?
Yes, cost heads, markups and terms are carried over during scoping. Allow one week to model 5 to 10 standard templates.
Does the run sheet work without signal?
Yes, it downloads to the phone before the event and works offline. Changes sync as soon as the connection returns.
How long until we are up and running?
Allow 12 to 14 weeks for the full scope, including 2 weeks of scoping and 2 weeks of testing on live events. Quotes and the supplier database can be used from week 6.
How do we manage 300 suppliers and their documents?
Each record stores rates, internal notes and compliance documents with expiry dates. An alert goes out 30 days before a certificate expires.
Can clients approve quotes online?
Yes, a secure link lets them view the version, comment and approve. Agencies typically save 2 to 3 days per approval cycle.
Let's scope your project. We model your quotes, supplier base and margin tracking, then plan a first working phase before your next peak 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.
