The verdict in three sentences
A vertical licence (70 to 140 USD/user/month in New York) covers HR consulting basics but fragments engagements, time and candidate pool across separate tools. A custom software (35,000 to 80,000 EUR) unites engagements, time-tracking, billing and ATS in one flow, then costs only maintenance. Beyond 15 consultants, custom becomes more profitable than stacked licences and saves 5 hours/week of reporting.
Build vs buy: 4-year TCO
For an HR consulting firm of 18 users, 2026 order of magnitude (licence priced at 62.5 USD equivalent for comparison).
| Item | Vertical licence (18 users) | Custom software |
|---|---|---|
| Setup / build | 5,000 EUR | 35,000-80,000 EUR |
| Annual licence | 13,500 EUR (62.5/user/month) | 0 EUR |
| Payroll / ATS connector | +4,000 EUR | +6,000 EUR |
| Maintenance | included | 600-1,500 EUR/month |
| Engagement adaptation | limited | unlimited |
| 4-year TCO (estimate) | 63,000 EUR | 77,000-131,000 EUR |
The licence stays cheaper in the early years; custom catches up as the firm grows or multiplies licences (ATS + time-tracking + billing paid separately).
ROI and quote by module
| Module | 2026 indicative price (EUR) | Main gain |
|---|---|---|
| Engagement management + staffing | 10,000-20,000 | load visibility per consultant |
| Time-tracking + timesheets | 6,000-12,000 | billing at actuals |
| Billing + reminders | 7,000-14,000 | -20 days average delay |
| Candidate pool / ATS | 8,000-16,000 | faster sourcing |
| Payroll / external ATS connector | +6,000 | no more re-keying |
| Monthly maintenance | 600-1,500/month | ongoing |
The overall lead time lands between 12 and 18 weeks depending on modules shipped in parallel. (In New York, a vertical licence runs closer to 70-140 USD/user/month.)
Mini case study
Rebecca, managing partner of an HR consulting firm in New York (18 consultants) pays 13,500 EUR/year in scattered licences and loses 5 hours a week on manual engagement reporting. She invests 58,000 EUR in custom software with a payroll connector. Gain: 5 hours/week (about 240 h/year at 45 EUR = 10,800 EUR) plus 13,500 EUR of licences removed plus billing at actuals recovering ~3% of unbilled time. Less maintenance (1,000 EUR/month = 12,000 EUR/year), net gain exceeds 12,000 EUR/year; the build pays back in just under 4 years, then the firm owns a clean asset.
FAQ
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Isn't a vertical licence enough for a small firm?
Under 10 consultants, often yes. Beyond that, stacking ATS + time-tracking + billing gets expensive and fragments data; custom unifies the flow.
Can we connect payroll and an existing ATS?
Yes, via API or imports: budget +6,000 EUR for a payroll/ATS connector that kills re-keying between time-tracking, billing and payroll.
How does the software improve billing?
Time-tracking feeds invoices directly, cuts unbilled time and automates reminders, often saving ~20 days of average collection delay.
What maintenance budget should I plan?
Maintenance of 600 to 1,500 EUR/month covers fixes, evolutions and support. Plan an hours block for new engagement types.
How long until delivery?
A core of engagements + time-tracking + billing ships in 12 to 18 weeks. A first lot (time-tracking + billing) can be in production in 6 to 8 weeks.
Let's scope your project. Tell us your consultant count, current tools (payroll, ATS) and priority modules. 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.
