The verdict in three sentences
A 25-engineer MEP consultancy in London running 80 mechanical and public health projects on spreadsheets often invoices stages late and forgets part of its variations. A custom project tracking application costs 50,000 to 120,000 GBP with a London agency (2026 market estimate) and ships in 12 to 16 weeks, with fees by RIBA stage, time entry and progress invoicing. If your tracking fits a standard tool for architects and engineers, a subscription is enough; if your appointments mix RIBA stages, additional services and variations, custom is justified.
Spreadsheets, packaged software or custom: 3-year costs
A typical London MEP consultancy works for developers, main contractors and public clients. Each project carries a fee proposal split by stage, an hours budget and variations. Here are 2026 orders of magnitude for 25 users.
| Option | Upfront cost | Recurring cost (25 users) | 3-year cost (estimate) | Main limitation |
|---|---|---|---|---|
| Shared spreadsheets | 0 | 8 to 12 h of consolidation a week | hidden cost | Self-reported progress, missed variations |
| Generic project management tool | 0 | 25 x 10 to 25 GBP = 250 to 625 GBP per month | 9,000 to 22,500 GBP | No concept of stages or fees |
| Practice software for architects and engineers | 2,000 to 6,000 GBP | 25 x 35 to 60 GBP = 875 to 1,500 GBP per month | 33,500 to 60,000 GBP | Imposed structure, limited exports |
| Custom build, London agency | 50,000 to 120,000 GBP | hosting and support 800 to 1,500 GBP per month | 78,800 to 174,000 GBP | 12 to 16 week lead time |
| Kolonell application (medium complexity) | 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) | maintenance 75,000 FCFA per month (110 EUR) | 10,060 to 14,630 EUR | Remote team, video workshops |
Per-user and agency prices are 2026 market estimates, excluding accounting modules. The 3-year figure includes setup and 36 months of subscription or support.
Fees by stage: what the software must track
The core of the project is the stage grid. For an MEP design appointment, fee allocation typically follows this order of magnitude, to be adjusted to your contracts.
| RIBA stage | Share of fees (order of magnitude) | Typical deliverables | What the software tracks |
|---|---|---|---|
| Stage 2 Concept Design | 15 % | Services strategy, load estimates, plant space | Hours used against stage budget |
| Stage 3 Spatial Coordination | 20 % | Coordinated layouts, sizing, cost plan input | Progress in %, invoice triggered on sign-off |
| Stage 4 Technical Design | 30 % | Specifications, drawings, calculations, tender package | Actual versus sold hours |
| Stage 5 Manufacturing and Construction | 25 % | Site meetings, technical queries, contractor drawing review | Hours per meeting, variations for programme extensions |
| Stage 6 Handover | 7 % | Commissioning witness, O and M review, snagging | Snag close-out, fee balance |
| Additional services | 3 % | Building Regulations Part L, BREEAM inputs | Separate fee lines, approval workflow |
Around this grid, four modules complete the budget: time entry by project and stage (2 weeks), progress invoicing with export to accounting (2 to 3 weeks), a variations and additional services register (1 to 2 weeks) and an engineer workload dashboard (2 weeks). To scope a custom web application, start from three recent appointments: one public, one developer, one main contractor.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Mini case study
Priya, managing director of a 25-engineer MEP consultancy in London (illustrative scenario), turns over 3,200,000 GBP across 80 live projects.
- Unbilled variations and Stage 5 extensions: about 3 % of turnover, or 96,000 GBP a year. The variations register recovers half, 48,000 GBP.
- Reporting time for the director and the office manager: 10 h a week, or 520 h a year at 50 GBP, 26,000 GBP, almost entirely removed.
- Estimated annual gain: 74,000 GBP, plus cash: invoicing progress 15 days earlier frees around 130,000 GBP of work in progress.
- Investment with a London agency: 80,000 GBP plus 1,000 GBP a month of support, or 92,000 GBP in year one, covered in about 15 months.
FAQ
How long does delivery take? Plan for 12 to 16 weeks, including 2 to 3 weeks of scoping on your standard appointments. Migrating 80 live projects usually adds 1 to 2 weeks.
Can stages differ by client? Yes, each appointment carries its own grid, RIBA stages or a bespoke split for a contractor. A library of 5 to 10 appointment templates usually covers 90 % of projects.
Does it connect to our accounting software? Yes, through journal exports or the accounting API. Budget 3,000 to 8,000 GBP per connector.
Will engineers log their time? If entry takes under 3 minutes a day and pre-fills last week's projects, adoption usually exceeds 90 % within two months. Project leads see their overruns in real time, which keeps them engaged.
Is custom worth it below 15 engineers? Rarely: packaged software at 35 or 60 GBP per user stays cheaper. From 20 to 25 engineers with varied appointments, the 3-year comparison flips.
Let's scope your project. Send us your team size, appointment types and current tools: we will price your project tracking software within Kolonell's 4,000,000 to 7,000,000 FCFA range (6,100 to 10,670 EUR), through our quote form. 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.
