The verdict in three sentences
A time-tracking + billing SaaS (Harvest, Toggl, Sellsy) equips a consulting firm in days for 25-60 EUR/user/month and suffices while the fee model stays simple. A custom build becomes relevant when profitability must be computed per engagement, per consultant and per fee type with your own re-billing rules. The decisive metric is the billing rate: moving from 65 % to 77 % of billed time transforms the margin.
SaaS vs custom: 2026 figures
Order of magnitude for 2026, Toronto market.
| Item | Time-tracking SaaS | Custom build |
|---|---|---|
| Cost per user / month | 25 - 60 EUR | 0 (owned) |
| Acquisition cost | 0 - 1 500 EUR | 40 000 - 90 000 EUR |
| Annual maintenance | Included | 12 - 18 % of project |
| Profitability per engagement | Basic | Detailed, custom |
| Billing rules | Standard | Fixed / T&M / mixed |
| Time to go-live | 1 - 3 weeks | 3 - 6 months |
Impact of billing rate on margin
Recovered billable time is the true return. 2026 order-of-magnitude simulation: 10-consultant firm, average rate 120 EUR/hr, 1 500 theoretical hours/year/consultant.
| Billing rate | Billed hours/year | Annual fee revenue | Gain vs 65 % |
|---|---|---|---|
| 65 % (before) | 9 750 h | 1 170 000 EUR | Baseline |
| 70 % | 10 500 h | 1 260 000 EUR | +90 000 EUR |
| 75 % | 11 250 h | 1 350 000 EUR | +180 000 EUR |
| 77 % | 11 550 h | 1 386 000 EUR | +216 000 EUR |
| 80 % | 12 000 h | 1 440 000 EUR | +270 000 EUR |
Mini case study
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Sarah, partner at a 10-consultant organisation consultancy in downtown Toronto. Her billing rate stalled at 65 % for lack of reliable capture. She deploys a time-tracking tool (10 x 45 EUR = 5 400 EUR/year) with daily reminders and per-engagement approval. Within 6 months the rate rises to 77 %, i.e. +216 000 EUR annual fee revenue for 5 400 EUR of cost. She then considers a custom per-engagement profitability module (55 000 EUR) to spot loss-making fixed-fee deals, paid back in under one fiscal year.
FAQ
Won't a spreadsheet do? No: a spreadsheet reminds no one and lets 10 to 15 % of billable time evaporate. A dedicated tool makes real-time capture reliable, and that is where the return sits.
What is the SaaS vs custom difference here? SaaS handles time-tracking and standard billing. Custom computes profitability per engagement, per consultant and per fee type, with your exact re-billing rules.
How soon to see a margin effect? From the first quarter: reliable capture alone lifts the billing rate by several points, before any optimisation.
Does custom integrate with my accounting? Yes, via API or export to your accounting software or accountant. It is a prerequisite to specify in the brief.
What budget to start small? A SaaS under 6 000 EUR/year is enough to validate the gains. Custom (40 000 - 90 000 EUR) kicks in once the capture culture is installed.
Let's scope your project. Give us your consultant count, current billing rate and fee types, and we will price the time-tracking tool or custom profitability module (indicative budget 40 000 - 90 000 EUR). 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.
