The verdict in three sentences
A vertical PSA costs about 30,000 EUR/year in licences for 30 consultants, but imposes its own project and billing rules. A custom core at 45,000-85,000 EUR + 15 %/year maintenance aligns projects, timesheets, forecast staffing and margin per engagement to your model, gaining +10 to 15 % billing rate plus 6 hours/week of consolidation. Across 30 consultants, +10 billing points are worth several hundred thousand euros a year: the investment is absorbed in under a year.
Vertical PSA vs custom core: the comparison
The vertical pools best practices but bills a growing annual licence and freezes margin modelling. Custom encodes your fixed-fee/T&M logic and consolidates with no re-keying.
| Criterion | Vertical PSA (licence) | Custom by Kolonell |
|---|---|---|
| Year 1 cost (30 users) | ~30,000 EUR/year | 45,000-85,000 EUR |
| Recurring cost/year | ~30,000 EUR/year | Maintenance 15 %: 6,750-12,750 EUR |
| Project & milestone mgmt | Standard | Tailored fixed-fee/T&M |
| Timesheets | Generic | Mobile entry, manager approval |
| Forecast staffing | Add-on | Built-in capacity plan |
| Margin per engagement | Fixed reporting | Real-time custom calculation |
| GDPR compliance | Vendor contract | EU hosting, configurable purge |
Modules and 2026 budget
The scope of a custom PSA for a consulting firm is priced brick by brick, for a first release in 12 to 16 weeks.
| Module | Budget EUR | Timeline |
|---|---|---|
| Project & milestone management | 10,000-16,000 | 4 wks |
| Timesheets & approval | 8,000-13,000 | 3 wks |
| Forecast staffing | 9,000-15,000 | 3-4 wks |
| Fixed-fee/T&M billing | 8,000-14,000 | 3 wks |
| Margin per engagement & steering | 6,000-11,000 | 3 wks |
| Annual maintenance (15 %) | 6,750-12,750/yr | ongoing |
Mini case study
Thomas, managing partner of a 30-consultant management consulting firm in Amsterdam, shows a 68 % billing rate with an average day rate of 1,100 EUR. Monthly consolidation of timesheets and margins eats 6 hours/week of leadership time. A custom core at 68,000 EUR links projects, timesheets, staffing and margin per engagement: the billing rate gains 12 points (to 80 %), i.e. about 790,000 EUR of extra annual production across 30 consultants. Consolidation drops to 1 hour/week, freeing 250 hours/year. With 10,200 EUR/year maintenance, ROI lands in under 5 months.
FAQ
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What does a custom PSA cost for a 30-consultant firm?
Between 45,000 and 85,000 EUR for projects + timesheets + staffing + billing + margin per engagement, plus 15 %/year maintenance (6,750 to 12,750 EUR). First release ships in 12 to 16 weeks.
Does custom beat a 30,000 EUR/year vertical PSA?
Yes, because the vertical licence is paid every year indefinitely, while +10-15 % billing rate (several hundred thousand euros) repays custom in under a year.
How is margin per engagement calculated?
The module cross-references valued timesheets, consultant costs and fixed-fee/T&M billing to show real-time margin, engagement by engagement, with no Excel consolidation.
Does forecast staffing handle leave and the sales pipeline?
Yes, the capacity plan integrates availability, leave and probability-weighted pipeline engagements to anticipate over/under-load at 8-12 weeks.
How is GDPR compliance guaranteed for client and consultant data?
Dedicated EU hosting, configurable retention and automatic purge: you remain data controller, with no dependence on a third-party vendor.
Let's scope your project. Tell us your headcount, average day rate, fixed-fee/T&M model 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.
