The verdict in three sentences
A Berlin recruitment agency with 15 consultants and 40 000 candidates on file pays an off-the-shelf ATS 80 to 200 EUR per consultant per month, or 14 400 to 36 000 EUR a year, for a tool that struggles to resurface profiles it already holds. A custom ATS with semantic search saves roughly 4 hours of sourcing per search assignment by finally putting the existing database to work. Berlin agencies charge 50 000 to 130 000 EUR for this; Kolonell delivers it for 10 670 to 22 870 EUR (7 M to 15 M+ FCFA) depending on scope.
The problem: 40 000 profiles nobody queries
In an executive search firm, the main asset is the candidate database. Yet keyword search in standard ATS tools misses many relevant profiles: a "Leiter Controlling" does not show up for "Head of FP&A", and a German CV escapes an English query. Consultants go back to LinkedIn Recruiter, at 8 000 to 10 000 EUR per seat per year, to find people they had already met.
| Indicator per assignment (2026 estimates) | Standard ATS | Custom ATS with semantic search |
|---|---|---|
| Initial sourcing time | 8 to 10 h | 4 to 6 h |
| Share of shortlist from internal database | 15 to 25 % | 40 to 55 % |
| Duplicate candidate records | 8 to 12 % | under 2 % (automatic deduplication) |
| Time to format a client report | 1.5 h | 15 min (firm branded template) |
| Assignments per consultant per year | 18 to 22 | 21 to 25 |
| GDPR compliance (retention, consent) | manual | automated reminders and purges |
Four hours saved per assignment, across 300 assignments a year, adds up to 1 200 hours: almost one full-time consultant freed for client work.
Vendor ATS or custom ATS: the numbers
| Criterion | Vendor ATS | Custom, Berlin agency | Custom, Kolonell |
|---|---|---|---|
| Upfront cost | 0 to 5 000 EUR setup | 50 000 to 130 000 EUR | 6 100 to 10 670 EUR (medium scope) or 10 670 to 22 870+ EUR (with semantic search) |
| Recurring cost (15 consultants) | 14 400 to 36 000 EUR per year | 8 000 to 20 000 EUR per year | 900 to 2 200 EUR per year (maintenance 75 000 or 120 000 FCFA per month) plus hosting |
| Multilingual semantic search | rare, add-on | yes | yes |
| Search specific pipeline (approach, qualification, presentation, placement) | generic | custom | custom |
| Ownership of data and code | data exportable, code not | yes | yes |
| Hosting in Germany or EU | vendor dependent | your choice | your choice (Hetzner, OVH, Scaleway) |
Vendor and Berlin agency figures are market estimates. Against a vendor ATS at 150 EUR per consultant, break-even for a 15 person firm sits around 12 to 18 months.
Features that change daily life in a search firm
- Semantic search: CVs and interview notes are indexed by meaning, not just words. Describe the ideal profile in one sentence and the database returns the top 30 candidates, in German, English or French.
- Market mapping: target company org charts, approach history, off-limits candidates at active clients.
- Pipeline per assignment with your own stages and a dashboard shared with the client.
- Presentation reports generated in your firm's format from the candidate record.
- GDPR: candidate notification, retention periods, automatic purge after 24 months without contact.
Mini case study
Illustrative example: Jonas, partner at a 15 consultant executive search firm in Berlin Mitte, runs 300 assignments a year at an average fee of 28 000 EUR.
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- Current ATS cost: 15 × 150 EUR × 12 = 27 000 EUR a year.
- Kolonell project with semantic search: 12 M FCFA, or 18 290 EUR, plus Premium maintenance at 120 000 FCFA a month (about 2 200 EUR a year) and 2 400 EUR of hosting.
- Recurring savings: 27 000 - 4 600 = 22 400 EUR a year. Payback in under 10 months, before counting time saved.
- Time freed: 1 200 hours a year. If only 10 % turns into extra assignments (5 searches), that is 140 000 EUR in fees.
FAQ
How much does a custom ATS cost for a Berlin recruitment agency?
Berlin agencies usually charge 50 000 to 130 000 EUR. At Kolonell, a medium complexity ATS costs 4 to 7 M FCFA (6 100 to 10 670 EUR), and 7 to 15 M+ FCFA (10 670 to 22 870+ EUR) with semantic search and market mapping.
Can you migrate our 40 000 existing records?
Yes, migration from your current ATS (CSV export, API or database) is part of the project. Allow 1 to 2 weeks for cleanup and deduplication, which typically removes 8 to 12 % of duplicates.
Does semantic search work across languages?
Yes, current embedding models compare profiles regardless of language. A query written in English also surfaces relevant German and French CVs.
How do we stay GDPR compliant with a candidate database?
The software logs the source of each profile, notifies candidates and automatically purges records with no contact for 24 months unless consent is renewed. Hosting can stay in Germany.
What is the delivery timeline?
Plan 12 to 18 weeks for a full ATS, including 2 weeks of workshops with consultants. A first usable version for live assignments usually arrives around week 8.
Let's scope your project. Share your consultant headcount, database size and current ATS, and we will price a scope between 6 100 and 22 870 EUR with a data migration plan. 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.
