The verdict in three sentences
A custom resource scheduling app for an agency runs between 20,000 and 45,000 EUR in 2026. It links consultant scheduling, time tracking and project margin in one tool, where a staffing spreadsheet and a disconnected time app coexist today. The main gain: a visible, steerable billable rate, often lifted by 5 to 10 points.
The building blocks
The core is a visual schedule (by consultant, by project, by week) paired with time entry and real-time margin calculation. Add skills management, leave, and over/under-utilization alerts.
| Module | 2026 range (EUR) | Timeline |
|---|---|---|
| Drag-and-drop visual scheduling | 6,000 - 12,000 | 4-6 weeks |
| Time entry & approval | 4,000 - 8,000 | 3-5 weeks |
| Margin & project profitability | 5,000 - 10,000 | 3-5 weeks |
| Skills, leave, alerts | 3,000 - 8,000 | 2-4 weeks |
| Accounting / billing export | 2,000 - 7,000 | 2-3 weeks |
| Total project | 20,000 - 45,000 | 3-5 months |
Custom tool vs agency SaaS
SaaS like Float, Forecast or agency ERPs exist. Custom becomes relevant when your margin model, rates and staffing rules fall outside standard boxes.
| Criterion | Agency SaaS | Custom app |
|---|---|---|
| Upfront cost | 0 - 3,000 EUR | 20,000 - 45,000 EUR |
| 3-year cost (25 users) | 22,000 - 45,000 EUR | 26,000 - 54,000 EUR |
| Specific margin model | Constrained | Free |
| Billing integration | Variable | Custom |
| Data ownership | With vendor | With you |
| Timeline | Immediate | 3-5 months |
Mini case study
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Julien, managing partner of a 25-consultant advisory agency in Dublin, bills an average of 68% of available time. On a theoretical figure of 25 consultants each able to produce 120,000 EUR a year, each point of billable rate is worth about 30,000 EUR/year. By exposing workload gaps, the tool lifts the rate to 75%: +7 points, i.e. 210,000 EUR of potential extra production. Against a 35,000 EUR project, payback is measured in weeks.
FAQ
How is this different from a plain time-tracking tool? A time tool records hours; this app links those hours to the planned schedule and to margin. You see live which projects slip and which consultants are underused.
Can we keep our billing software? Yes. Export to your tool (Sellsy, Pennylane, Sage) costs 2,000 to 7,000 EUR depending on format. Many agencies generate pre-billing in the app then invoice in their ERP.
How long to deploy? 3 to 5 months for the full scope. An MVP focused on scheduling + time can be live in 6 to 8 weeks for about 14,000 EUR.
How do we measure ROI? The main lever is the billable rate: each point gained is worth, for a 25-person agency, roughly 25,000 to 35,000 EUR/year of production. A 3 to 5 point gain easily repays the project.
What annual maintenance cost? About 15% of build cost, i.e. 3,000 to 7,000 EUR per year, covering support, changes and hosting.
Let's scope your project. Tell us your headcount, margin model and billing tool: we will scope a scheduling app between 20,000 and 45,000 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.
