The verdict in three sentences
An HRIS built for a consulting firm (time, expenses, skills, staffing) costs 6 to 18 EUR per employee per month in SaaS or 30,000 to 80,000 EUR for custom modules connected to payroll. The main gain is automating time tracking and expense reports, removing days of data entry each month and firming up client rebilling. For a 120-consultant firm, the return on investment runs into tens of thousands of euros a year.
SaaS HRIS or custom modules
A consulting firm has a specific need: linking logged time to client rebilling and staffing, which generalist HRIS handle poorly.
| Criterion | SaaS HRIS (PayFit, Lucca, Personio) | Custom Kolonell modules |
|---|---|---|
| 2026 cost | 6 to 18 EUR/employee/month | 30,000 to 80,000 EUR |
| Time tracking | Standard | Linked to client rebilling |
| Expense reports | Included/add-on | Custom (firm rules) |
| Skills management | Basic | Fine consultant mapping |
| Staffing and workload plan | Rare | Core of custom |
| Payroll connection | Native or connector | Dedicated API to payroll vendor |
| Time to go live | 4 to 8 weeks | 3 to 5 months |
Many firms combine both: a SaaS for payroll and leave, and custom modules for staffing and rebilling, where their value lies.
ROI per employee: time and expenses
In a firm, every mis-logged hour is an unbilled hour. Digitalising time and expenses has a direct impact on margin.
| 2026 metric | Before (spreadsheets) | After consultant HRIS |
|---|---|---|
| Monthly HR data-entry time | 6 days/month | 1.5 days/month |
| Expense reports processed | 3 min/report | 30 s/report |
| Billability rate | 72 % | 78 % |
| Payroll errors | 4 % | 1 % |
| Expense reimbursement delay | 30 days | 8 days |
| Tool cost per employee/month | 0 EUR (hidden time) | 6 to 18 EUR |
Moving from 72 to 78 % billability across 120 consultants billed at 800 EUR/day represents several hundred extra billed days a year.
Mini case study
Karim, HR director of a 120-consultant firm in Amsterdam billed at an average 800 EUR per day, lifts billability from 72 to 78 % through time tracking linked to staffing. Across 120 consultants and 210 working days, 6 points of billability is roughly 1,512 days x 800 EUR, a potential of several hundred thousand euros. Even capturing a third of it, the 60,000 EUR custom modules pay for themselves within months.
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FAQ
What cost for an HRIS across 120 consultants in 2026?
In SaaS, 6 to 18 EUR per employee per month, i.e. 8,640 to 25,920 EUR a year. Custom modules (staffing, rebilling) cost 30,000 to 80,000 EUR upfront.
Does the software connect to payroll?
Yes. In SaaS, payroll is often native or via connector. In custom, we develop a dedicated API to your payroll vendor to pass time, absences and variables.
Are expense reports really digital?
Yes. Photo the receipt, automatic reading, firm rules applied and online approval. Processing time drops from 3 minutes to 30 seconds per report.
Can I manage staffing and workload planning?
Yes, this is the core of custom for a firm: assigning consultants to missions, utilisation rates, availability and a direct link to client rebilling.
How long to deploy?
Budget 4 to 8 weeks in SaaS and 3 to 5 months for custom modules, with data migration and training of managers and HR.
Let's scope your project. Tell us your headcount, payroll vendor and priorities (time, expenses, staffing) for a SaaS or custom quote. 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.
