The verdict in three sentences
For a surveying or architecture firm in Geneva with 10 to 30 people, custom project management software costs between EUR 25,000 and 60,000 excl. VAT (roughly CHF 23,500 to 56,500) and ships in 3 to 5 months. A generic SaaS at EUR 40 to 80 per user per month is enough while your projects stay standard, but it handles phase-based progress billing (concept, preliminary design, detailed design, tender documents) and field surveys poorly. The real gain is financial: tracking time spent against fees detects overruns about 3 weeks earlier, protecting 4 to 7 margin points per project.
What each option really costs in 2026
Most firms still combine a project spreadsheet, invoicing software, a file server and timesheets filled in on Friday evening. The hidden cost of this patchwork is re-keying time and no real-time view of how much of the fee budget has been consumed.
| Option | Upfront cost excl. VAT | Recurring cost | Setup time | Suitable for |
|---|---|---|---|---|
| Spreadsheet + existing invoicing | EUR 0 | EUR 0 to 30 / month | Immediate | Under 5 people |
| Generic project SaaS | EUR 0 to 2,000 configuration | EUR 40 to 80 / user / month | 2 to 6 weeks | 5 to 15 people, simple projects |
| Architecture-specific SaaS | EUR 3,000 to 8,000 | EUR 60 to 120 / user / month | 1 to 3 months | Pure architecture practices |
| Custom, core scope | EUR 25,000 to 35,000 | EUR 300 to 600 / month (hosting, maintenance) | 3 months | 10 to 20 people |
| Custom, full scope | EUR 40,000 to 60,000 | EUR 600 to 1,200 / month | 4 to 5 months | 20 to 30 people, multi-site |
Over 5 years, a SaaS at EUR 65 per month for 20 users totals EUR 78,000 excl. VAT. A custom build at EUR 45,000 plus EUR 800 per month maintenance comes to EUR 93,000, but the firm owns the code and the tool fits its processes. The gap is decided by recovered margin, not licence price.
The modules that matter for a surveying or architecture firm
Useful software is not yet another task manager. It links four objects: the project, the plot or building, time spent and the invoice.
| Module | Function | Indicative cost excl. VAT | Measurable gain |
|---|---|---|---|
| Project map | Geolocation of sites and plots on cadastral background | EUR 4,000 to 8,000 | Field trip planning, -15% travel |
| Time entry | Time per project and phase, mobile entry on site | EUR 3,000 to 6,000 | Entry rate from 60% to over 90% |
| Fee tracking | Budget per phase, alerts at 70% and 90% consumption | EUR 5,000 to 10,000 | Overruns detected 3 weeks earlier |
| Progress billing | Phase-based statements, accounting export | EUR 4,000 to 9,000 | Invoicing lag cut from 10 to 3 days |
| Document management | Plans, boundary reports, DWG, PDF, versions | EUR 3,000 to 8,000 | Document search 5 times faster |
| Managing partner dashboard | Margin per project, client, employee | EUR 3,000 to 7,000 | Pricing decisions based on real data |
A core scope usually combines time entry, fee tracking and progress billing. The map and document management come in phase 2, once teams are used to logging time.
Typical 3 to 5 month plan
The project starts with 2 weeks of workshops with the managing partner, a project lead and the billing assistant. Then come 6 to 10 weeks of development in 2-week sprints, data migration (open projects, clients, fee scales) and 3 to 4 weeks of acceptance testing on real projects. Plan half a day of training per profile and one month of support after go-live.
Mini case study
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Claire, managing partner of an 18-person surveying firm in Geneva, bills EUR 1.9 million excl. VAT in fees per year across about 420 projects. Her project leads discover overruns when the project closes, on average 7% of the fee budget. With alerts at 70% consumption, the firm renegotiates or frames change orders before hours are lost. Recovering just 3 of those 7 points yields EUR 57,000 per year. The custom software, billed EUR 42,000 with EUR 700 per month maintenance, pays back in under 11 months. On top of that, about 6 hours per week are saved on invoicing, nearly 280 hours per year.
FAQ
Isn't an architecture SaaS enough for a surveyor?
Rarely. Architecture SaaS tools handle design phases but ignore boundary surveys, plot subdivisions and topographic surveys, which often make up 50 to 70% of a surveyor's revenue. Custom software makes sense from 10 employees.
Can the software connect to our CAD tool?
Yes, through the file structure and links to DWG or survey files stored in document management. Deeper integration costs EUR 3,000 to 8,000 depending on formats.
How long until teams log their time consistently?
Count 4 to 8 weeks to reach over 90% entry, provided mobile entry takes under 2 minutes a day.
Where is the data hosted?
We recommend hosting in Switzerland or the EU, GDPR and Swiss FADP compliant, for EUR 60 to 250 per month depending on plan storage volume.
Can we start small?
Yes. A phase 1 at EUR 25,000 (time, fees, billing) delivered in 3 months lets you measure the gain before investing in the map and document management.
Let's scope your project. Send us your headcount, number of active projects and current tools: we will price a phase 1 between EUR 25,000 and 35,000 with a 3-month 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.
