The verdict in three sentences
A scattered spreadsheet already costs you dearly: fuzzy utilisation, invoices sent late, unknown margin per engagement. A consulting SaaS (EUR 20 to 45 per user per month) structures staffing in weeks and stays the right call up to ~30 consultants. Above that, a custom tool (EUR 70,000 to 180,000 one-off) removes the per-head licence, integrates local payroll and delivers +8 points of utilisation — the real margin lever.
What a practice-management tool costs in 2026
| Option | 2026 cost | For whom |
|---|---|---|
| Spreadsheets + email | Zero licence, high hidden cost | Avoid past 10 consultants |
| Per-user consulting SaaS | EUR 20 to 45/user/month | 10 to 30 consultants |
| Custom Kolonell | EUR 70k to 180k one-off | 30+ consultants, specific need |
| Custom maintenance | 15%/yr: EUR 10.5k to 27k | All sizes |
For 40 consultants, SaaS costs EUR 9,600 to 21,600/year and climbs with every hire; custom is a fixed investment that pays back faster as the team grows.
The functional scope of a practice
| Module | 2026 detail | Margin impact |
|---|---|---|
| Consultant staffing | Capacity plan, availability, assignments | Utilisation +8 pts |
| Day-rate and time tracking | Timesheets, rate by grade | Real-time margin per engagement |
| Billing | Fixed-price, T&M, progress, credit notes | Invoice issued as mission ends |
| Recruitment ATS | Candidate pools, interviews, onboarding | Shorter hiring cycle |
| Payroll/accounting integration | Export to payroll, expense reports | No re-keying |
| Steering | Revenue, margin, backlog dashboards | Faster decisions |
The low end (EUR 70-100k) covers staffing + time + billing; the high end (180k) adds a full ATS, payroll integration and a client portal. In Amsterdam the same scope sits in similar euro ranges, the difference being local payroll integration.
Mini case study
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Julien is a partner at a 42-consultant firm. Average utilisation stalls at 72% for lack of a consolidated capacity view, and invoices go out 2 to 3 weeks late. A custom tool at EUR 130,000 + EUR 19.5k maintenance lifts utilisation to 80% (+8 pts). Across 42 consultants at an average EUR 900 day rate, 8 utilisation points recover several hundred billable days a year, a six-figure revenue impact. 2026 estimate: the tool pays back in under 2 years on the utilisation gain alone, before the cash-flow gain from faster billing.
FAQ
SaaS or custom for a 40-person firm? At 40 consultants, a EUR 30/user SaaS costs ~EUR 14,400/year and rises with every hire. Custom becomes relevant if you have an atypical staffing workflow or want to own your client/candidate database.
Can we track margin per consultant and per engagement? Yes, by crossing day rate, logged time and loaded salary cost. The dashboard shows margin in real time, engagement by engagement.
Is local payroll integration possible? Yes, we export to your payroll system and handle expense reports and time. Manual re-keying disappears.
How long to deploy? A staffing + time + billing core ships in 4 to 6 months. The ATS and payroll integrations follow as later workstreams.
What's the main return on investment? The utilisation gain (often +5 to +10 pts) is the first lever: on high day rates, every recovered point weighs far more than the licence saving.
Let's scope your project. Give us your consultant headcount, average day rate and priorities (staffing, day rates, T&M/fixed-price billing, ATS): we price SaaS vs custom with the break-even. 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.
