The verdict in three sentences
For a consulting firm, the crux is consultant utilization: a professional-services automation (PSA) tool linking planning, time, margin and billing lifts utilization by +10 points on average. The choice is between a vertical PSA (Kimble, Boond: 35-70 EUR/user/month) and a custom build at 40,000-90,000 EUR. The real gain: -30% budget overruns, faster billing and ROI in ~16 months.
What the tool covers and what it costs
A firm of 10 to 40 consultants needs five building blocks: project portfolio, resource planning, time entry, per-project margin, and fixed-fee/time-and-materials billing. Here are 2026 orders of magnitude.
| Functional block | Scope | Indicative 2026 price (EUR) |
|---|---|---|
| Project portfolio | Statuses, milestones, budgets | 8,000 - 18,000 |
| Resource planning | Staffing, capacity, conflicts | 10,000 - 22,000 |
| Time entry | Per-project allocation, validation | 7,000 - 15,000 |
| Per-project margin | Loaded cost, rates, profitability | 8,000 - 18,000 |
| Fixed-fee/T&M billing | Milestones, VAT, credit notes | 7,000 - 17,000 |
| Full integrated project | All 5 blocks + training | 40,000 - 90,000 |
Add maintenance of 15%/year (~6,000-13,500 EUR/year) covering upkeep, enhancements and support.
Custom vs. vertical PSA: the real math
Vertical PSA bills per consultant; custom is fixed and fits the firm's economic model (fixed-fee, T&M, mixed).
| Approach | Year 1 cost (25 consultants) | 4-year cost | Fit |
|---|---|---|---|
| Vertical PSA (~55 EUR/user/mo) | ~16,500 EUR | ~66,000 EUR | Standard |
| High-end custom | 90,000 EUR | 90,000 + maint. (~144,000) | Full |
| Core custom | 40,000 EUR | 40,000 + maint. (~64,000) | Full |
The Montreal benchmark differs: consulting PSA SaaS runs 35-75 CAD/user/month, while a custom build lands at 50,000-105,000 CAD. At high headcount, vertical PSA stays competitive on gross cost, but custom is justified when margin logic and billing models are too specific for the standard tool.
Mini case study
Thomas, a partner at a 25-consultant management consulting firm in Paris, bills an average day rate of 950 EUR at 68% utilization over 210 working days/year. After a 72,000 EUR project, fine-grained planning lifts utilization to 78% (+10 points). Across 25 consultants, those 10 points represent ~525 additional billed days per year, or ~498,750 EUR of potential additional revenue. In parallel, budget overruns fell 30% thanks to real-time margin tracking, each consultant saved 9 hrs/month, and billing accelerated. ROI in about 16 months, maintenance included.
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FAQ
How much does consulting-firm management software cost in 2026?
Budget 40,000-90,000 EUR for a custom build with project portfolio, planning, margin and billing, plus 15%/year maintenance. Vertical PSAs run 35-70 EUR/user/month.
Custom or vertical PSA (Kimble, Boond)?
A vertical PSA suffices for standard needs. Custom is justified when billing models (mixed fixed-fee/T&M), margin logic or integrations are too specific for market tools.
What utilization gain should we expect?
Firms gain on average +10 points of utilization through fine-grained planning, often worth several hundred thousand euros in additional revenue.
How long does deployment take?
Between 4 and 6 months depending on the number of blocks and integrations. A portfolio + time core can ship faster, then you add margin and billing.
Does the software compute margin in real time?
Yes: by cross-referencing time, loaded cost and billing, the dashboard shows per-project margin continuously, cutting overruns by 30%.
Let's scope your project. Share your consultant headcount, billing models (fixed-fee, T&M) and target budget. 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.
