The verdict in three sentences
For an engineering firm of 25 to 60 engineers, custom project management software costs EUR 23,000 to 42,000 in 2026 (250,000 to 450,000 MAD), delivered in 12 to 18 weeks. Its main benefit is making margin per project visible in real time, by matching time spent per phase against contractual fees and change orders. Firms that manage this way typically recover 1 to 3% of revenue in previously unclaimed additional fees, which is enough to pay for the tool within one to two years.
Why profitability only shows up at closeout
In a structural engineering firm, a project moves through several phases, in Germany the HOAI work stages: basic evaluation, preliminary design, design, permit planning, execution planning, tendering, site supervision. Engineers log hours in a spreadsheet, management bills by progress under the contract, and nobody reconciles the two before the end. When the architect changes the structural grid during execution planning, the firm absorbs 120 extra hours without a change order because the overrun was not spotted in time.
For each project, the software must link:
- Time spent per phase and per engineer, logged at day end in under a minute.
- The hours budget from the proposal, with an alert at 80% consumption of a phase.
- Fees and change orders: initial amount, signed amendments, amendments under negotiation.
- Team workload plan over 12 weeks, to accept or reschedule a new project.
- Progress billing: monthly invoices based on actual progress, 19% VAT, collections tracking, including public clients.
- Margin per project: fees minus loaded hourly cost of engineers, in real time.
| Module | Indicative 2026 cost (EUR) | Timeline | Benefit |
|---|---|---|---|
| Time entry per project and phase | 4,200 to 6,900 | 3 weeks | 95% of time logged |
| Hours budgets and overrun alerts | 3,200 to 5,600 | 2 weeks | Alert at 80% of phase |
| Fees, change orders and contracts | 3,700 to 6,500 | 3 weeks | Amendments claimed on time |
| 12-week workload plan | 3,200 to 6,000 | 3 weeks | Less emergency subcontracting |
| Progress billing and collections | 4,600 to 8,300 | 3 weeks | Invoices out on day 3 |
| Margin per project dashboard | 2,800 to 5,600 | 2 weeks | Profitability visible weekly |
| Accounting integration (option) | 1,400 to 2,800 | 1 week | No double entry |
Custom or off-the-shelf software
Project management tools for engineering firms exist, mostly billed per user. They handle time tracking well, but less so the firm's own phase structure, retentions, public procurement rules and specific billing formats.
| Criterion (40 engineers, 6 admin staff) | Off-the-shelf software | Custom build with Kolonell |
|---|---|---|
| Setup | EUR 1,900 to 5,600 | EUR 23,000 to 42,000 |
| Annual cost | 46 users × EUR 60 × 12 = EUR 33,120 | Maintenance EUR 460 to 740 per month, i.e. EUR 5,500 to 8,900 |
| Cost over 3 years | About EUR 102,000 | EUR 40,000 to 69,000 |
| Public contracts, retentions | Limited adaptation | Native |
| Phases per your contracts | Standard model | Your phases and percentages |
| Data hosting | Vendor's choice | Germany, EU cloud, your choice |
| Interface language | German or English | Your choice |
Order of magnitude 2026, with EUR 1 at about 10.8 MAD. Off-the-shelf software remains the sensible choice for firms under 10 people.
Mini case study
Thomas, managing director of a structural engineering firm in Berlin, has 40 engineers and handles 150 projects a year with average fees of EUR 60,000, i.e. EUR 9,000,000 of revenue. A review of closed projects shows that about 3% of revenue, EUR 270,000, corresponds to extra work never billed.
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He invests EUR 34,000 in the software, plus EUR 600 of monthly maintenance. By recovering only half of these change orders, EUR 135,000 a year, and cutting invoice issuing time by 15 days, the firm pays back the tool within the first year. Leadership now sees every Monday the 10 projects whose margin falls below 15%.
FAQ
How much does project management software for an engineering firm cost?
Budget EUR 23,000 to 42,000 (250,000 to 450,000 MAD) depending on modules, plus EUR 460 to 740 of monthly maintenance. The core of time, fees and billing sits around EUR 23,000.
Will engineers accept logging their time every day?
Yes, if entry takes under a minute and suggests their active projects by default. Equipped firms typically reach 95% of time logged from the second month.
How does the software help secure change orders?
It alerts the project lead when a phase reaches 80% of its hours budget and documents the requested changes. The firm then has costed evidence to negotiate, instead of discovering the overrun at closeout.
Can it handle public contracts and retentions?
Yes, each contract carries its retentions, often 5 to 10%, and their release dates. Expected payments from public clients appear in the cash flow forecast.
How long does deployment take?
Allow 12 to 18 weeks, with ongoing projects migrated in 2 weeks. A pilot team of 8 engineers tests the tool for one month before rollout.
Let's scope your project. Share your headcount, number of projects per year and contract types, and we will price a scope between EUR 23,000 and 42,000 on a 12 to 18 week 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.
