The verdict in three sentences
A structural engineering practice running 320 live jobs without reliable time tracking per RIBA stage discovers overruns when the job is closed, too late to negotiate. Off-the-shelf practice management software handles timesheets and invoices, but fits poorly with stage-based appointments, variations and work packages split by trade. A custom tool links fee proposal, time, progress and invoicing to show the real margin of every job, every week.
Why margin per job stays invisible
In London, structural engineers work on residential schemes in the outer boroughs, office refurbishments in the City and Shoreditch, basement extensions in Kensington and public sector projects. Fees range from about 2,500 GBP for a domestic beam calculation pack to 130,000 GBP for a mid-rise reinforced concrete scheme from Stage 2 to Stage 5.
The director knows total turnover, not the profitability of each appointment. Engineers fill timesheets at month end in a spreadsheet, often from memory, without stage codes. Redesign after architect changes is neither logged nor billed.
| Indicator | Common situation | Target with the right tool |
|---|---|---|
| Timesheet entry | Monthly, from memory | Weekly, per job and per stage |
| Time allocated to jobs | 75 to 85 % | 95 % or more |
| Hours budget tracking | At job close | Alerts at 70 % and 90 % used |
| Variations for design changes | 1 in 3 billed | Every redesign priced and logged |
| Progress invoicing | Quarterly, approximate | Monthly, per completed stage |
| Average debtor days | 60 to 75 days | 45 days with automatic reminders |
Options compared for 2026
| Option | Cost (2026 ballpark) | Limits for a structural practice |
|---|---|---|
| Shared spreadsheet | Free | No stage budgets, formula errors |
| Practice management SaaS for engineers | 25 to 60 GBP per user per month | Standard stages, rigid variations |
| Yearly cost for 26 users | 7,800 to 18,720 GBP per year | Grows with every hire |
| General ERP | 20,000 to 50,000 GBP in configuration | Heavy, not built for stage appointments |
| Kolonell custom, medium category | 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) | Jobs, time, stage budgets, invoicing |
| Kolonell custom, complex category | 7,000,000 to 15,000,000+ FCFA (10,670 to 22,870+ EUR) | Plus resource planning, accounting connectors |
Kolonell maintenance is 35,000, 75,000 or 120,000 FCFA per month (53, 114 or 183 EUR). Connectors to your accounting package or document management system are quoted separately.
Features that move profitability
Job record split by stage. Each appointment mirrors the contract: RIBA Stages 2, 3, 4, 5, site inspections, temporary works. Each stage carries a fee and an hours budget derived from the practice's average rate (often 75 to 95 GBP per hour).
Timesheets in 2 minutes a day. Web and mobile entry, pre-filled with the week's jobs. An automatic Friday reminder. Allocation rises quickly when entry is simple.
Budget alerts. At 70 % of hours used, the project engineer is alerted. At 90 %, the director decides: variation, renegotiation or accepting the loss.
Change register. Every change requested by the architect or client is logged with its hours. The register feeds the variation request.
Progress invoicing. A completed stage generates its fee invoice. Reminders go out at 30, 45 and 60 days.
Resource plan. Over 8 to 12 weeks, it shows who is free, which helps accept or defer new work.
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Mini case study
Oliver, director of a structural engineering practice in London, employs 26 engineers and technicians for 2,200,000 GBP in yearly fees.
- Available hours: 26 people at 1,500 hours, or 39,000 hours. Current allocation rate: 80 %. At 95 %, 5,850 more hours are tied to jobs.
- If only a third of those hours lead to a variation or extra invoice at 85 GBP per hour: 165,750 GBP a year.
- Debtor days cut from 70 to 45: about 150,000 GBP of cash released.
A complex-category tool at the indicative ceiling of 22,870 EUR, plus 183 EUR monthly maintenance, is covered within the first year. These are estimates to confirm during scoping against your job portfolio.
FAQ
How much does custom job costing software for an engineering firm cost?
At Kolonell, a custom application costs 2,500,000 to 15,000,000+ FCFA (3,810 to 22,870+ EUR) depending on complexity. A jobs, time and invoicing tool for 26 users usually falls into the medium category, 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR).
Can we import our live jobs?
Yes, the 320 live jobs can be imported from a spreadsheet with their fees and hours already used. Migration usually takes 1 to 2 weeks of joint work.
Will engineers actually fill in timesheets?
Experience shows entry rates above 90 % when it takes under 2 minutes a day and works on mobile. The Friday reminder does the rest.
Does it connect to our accounting software?
An invoice export in the format your accounting package expects is included. Automatic API sync is quoted separately depending on the vendor.
How long until we go live?
Allow 8 to 12 weeks for jobs, timesheets and invoicing, then 3 to 4 weeks for resource planning.
Let's scope your project. Send us a standard appointment, your stage breakdown and your current tracking file, and we will define the scope and go-live timeline. 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.
