The verdict in three sentences
A good requirements document for a staffing tool fits in 25 to 40 measurable requirements, each with an acceptance criterion, not 60 pages of wishes. For a Berlin firm of 80 to 150 consultants, the 2026 market budget ranges from roughly 60 000 to 230 000 EUR, and in Germany the works council's say over time and performance data has to be designed in from the start, not bolted on. Send the same template to every vendor and agency: it is the only way to compare bids line by line.
The template, section by section
Each section answers a question bidders will ask anyway. If you leave it open, they will assume, and the assumption ends up in the price.
| Section | What it covers | Example of a measurable statement |
|---|---|---|
| 1. Context and goals | Firm size, practices, current pain | Raise utilisation from 69 % to 75 % within 12 months |
| 2. Users and roles | Partners, managers, staffing lead, consultants, finance | 5 roles, 105 users, 14 with edit rights on staffing |
| 3. Volumes | Consultants, concurrent engagements, history | 80 to 150 consultants, 40 to 90 live engagements, 3 years of history |
| 4. Functional requirements | 25 to 40 prioritised items | See next table |
| 5. Integrations | Time tracking, invoicing, directory, calendar | Approved hours synced nightly with no re keying |
| 6. Non functional requirements | Performance, security, GDPR, hosting, languages | Staffing grid for 150 people over 12 weeks loads in under 2 seconds, in English and German |
| 7. Works council and data use | Which data is visible to whom, retention, reporting granularity | No individual performance ranking without an agreed works council arrangement |
| 8. Acceptance and exit | Test scripts, duration, data export | 3 to 6 weeks of acceptance testing, full export in an open format |
Under Section 87(1) no. 6 of the Works Constitution Act (BetrVG), the works council has co determination rights over technical systems capable of monitoring employee behaviour or performance. Agree the reporting rules with your works council and employment lawyer before the build, and write them into section 7.
Priority functional requirements
An annotated extract you can reuse. Rank each item as must, should or could, and ask bidders to price each tier separately.
| ID | Requirement | Acceptance criterion | Priority |
|---|---|---|---|
| F01 | Staffing view per consultant over 12 weeks | Shows assignments, leave and training, filters by practice and grade | Must |
| F02 | Search for available profiles | Filter by skill, language, industry and availability in under 3 clicks | Must |
| F03 | Weekly utilisation | Calculated every Monday by team and practice, individual view limited to agreed roles | Must |
| F04 | Staffing request from a partner | Form, approval by staffing lead, notification to consultant | Should |
| F05 | Engagement budget tracking | Days sold, used and remaining, alert at 80 % of budget | Must |
| F06 | Three month demand forecast | Weighted sales pipeline feeding the staffing grid | Should |
| F07 | Consultant preferences | Consultants enter mobility and topic wishes, visible to staffing lead | Could |
Define utilisation in the document: billable days divided by available days, with or without leave and training. Without a written definition, every vendor demo will show a different number.
Budget, plan and acceptance to announce
Stating a budget range does not weaken your negotiation: it stops off target bids.
| Item | 2026 market ballpark | Comment |
|---|---|---|
| Staffing SaaS subscription | 15 to 45 EUR per user per month | Plus 10 000 to 40 000 EUR for setup and integrations |
| Custom build, agency | 60 000 to 230 000 EUR | Depends on integrations and roles |
| Time tracking and invoicing integration | 15 000 to 50 000 EUR | The line that moves bids most |
| Bilingual interface (English and German) | 5 000 to 15 000 EUR | Translation, testing, date and number formats |
| Acceptance testing | 3 to 6 weeks | Two managers at 20 % of their time |
| Custom maintenance | 15 to 20 % of build per year | Must be priced in the bid |
Kolonell can answer this kind of tender as a nearshore development agency. Kolonell's prices: a complex app from 10 670 to 22 870 EUR and up (7 000 000 to 15 000 000 FCFA and up), Premium maintenance at 183 EUR a month. EU hosting is specified in the quote. Final pricing depends on the integrations in section 5.
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Mini case study
Illustrative example: Julia is managing partner of a 90 consultant firm in Berlin Mitte, with utilisation at 69 % and a staffing lead spending two days a week reconciling spreadsheets. Assumptions: 90 consultants, 200 available days a year, average day rate 1 300 EUR. Three points of utilisation equal 90 x 200 x 3 % = 540 days, or 702 000 EUR of potential extra revenue. Against a 140 000 EUR build and 24 000 EUR yearly maintenance, a single point gained (234 000 EUR) pays for the tool in year one.
FAQ
How long should the document be?
Fifteen to 25 pages are enough for 25 to 40 requirements. Longer documents get skimmed and priced on assumptions.
Should we involve the works council before or after choosing a vendor?
Before. Agreeing data visibility rules early avoids rework that can add 4 to 8 weeks to the project.
How do we compare a SaaS vendor with a custom build?
Use five year cost: 105 users at 30 EUR a month is 189 000 EUR over five years before setup, against build cost plus 15 to 20 % annual maintenance.
How long should acceptance testing take?
Three to six weeks, using real data from 2 or 3 practices. Avoid switching over during quarter end.
What would Kolonell charge?
Kolonell's prices for a complex app run from 10 670 to 22 870 EUR and up (7 000 000 to 15 000 000 FCFA and up), depending on integrations and languages.
Let's scope your project. Send us your requirements document or your list of needs, and we will come back with a scope in lots, an indicative budget and an acceptance 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.
