The verdict in three sentences
A vertical PSA/ATS costs 25 to 60 EUR per consultant per month, i.e. 6,000 to 14,400 EUR/year for 20 consultants, but fragments staffing, recruitment and billing across poorly linked modules. A custom tool at 35,000-65,000 EUR consolidates engagements, ATS and time-based billing, gaining +8 to 12 % utilisation plus 5 hours/week of reporting. With an average day rate of 750 EUR, each utilisation point is worth ~37,000 EUR/year: the investment is absorbed in under 12 months.
Vertical subscription vs custom core: the comparison
The vertical is fast to deploy but bills per seat and silos your data across tools. Custom unites engagement tracking, staffing and ATS in a single base, with billing wired to timesheets.
| Criterion | Vertical (per user) | Custom by Kolonell |
|---|---|---|
| Year 1 cost (20 users) | 6,000-14,400 EUR | 35,000-65,000 EUR |
| Recurring cost/year | 6,000-14,400 EUR | Maintenance 14 %: 4,900-9,100 EUR |
| Consultant staffing | Separate module | Unified load/availability view |
| ATS recruitment | Paid add-on | Built in, custom pipeline |
| Time-based billing | Manual export | Timesheets → auto invoice |
| Candidate GDPR | Vendor contract | Auto purge, tracked consent |
| Cost per added seat | +25-60 EUR/month | 0 EUR |
Modules and 2026 budget
The scope of a custom PSA for an HR firm is priced brick by brick, for a first release in 10 to 14 weeks.
| Module | Budget EUR | Timeline |
|---|---|---|
| Engagement & milestone tracking | 8,000-13,000 | 3-4 wks |
| Staffing & capacity plan | 7,000-12,000 | 3 wks |
| ATS recruitment & pipeline | 8,000-14,000 | 3-4 wks |
| Timesheets & time billing | 7,000-12,000 | 3 wks |
| Candidate GDPR compliance | 3,000-6,000 | 2 wks |
| Annual maintenance (14 %) | 4,900-9,100/yr | ongoing |
Mini case study
Claire, partner at a 20-consultant HR firm in Dublin, runs at 72 % utilisation with an average day rate of 750 EUR. Staffing is managed in Excel and reporting eats 6 hours/week of leadership time. A custom tool at 52,000 EUR links capacity plan, ATS and billing: utilisation climbs 10 points (to 82 %), i.e. ~370,000 EUR of extra annual production across 20 consultants. Reporting drops to 1 hour/week, freeing 250 hours/year. With 7,300 EUR/year maintenance, ROI lands in under 7 months.
FAQ
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What does custom software cost for a 20-person HR firm?
Between 35,000 and 65,000 EUR for engagements + staffing + ATS + time billing, plus 14 %/year maintenance (4,900 to 9,100 EUR). First release ships in 10 to 14 weeks.
Is custom worth it against a 30 EUR/user/month subscription?
Yes, because the subscription is paid every year without ever stopping, while a +8-12 % utilisation gain (~37,000 EUR per point) repays custom in under a year.
How is candidate GDPR handled in the ATS?
The module includes tracked consent, configurable retention and automatic purge of expired CVs. You remain data controller, without depending on a third-party vendor.
Can billing be wired to timesheets?
Yes, each time entry feeds the invoice directly (fixed fee or time-and-materials), removing re-keying and improving the billing rate.
What happens when consultants are added?
No extra seat cost: unlike the per-user vertical, custom absorbs growth with no licence surcharge.
Let's scope your project. Tell us your headcount, average day rate and priority modules (staffing, ATS, billing). 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.
