Master data & projects
Clients, contacts and projects with internal project, quotation and contract numbers. Separate on-site and remote rates for both sell and buy side per assignment — margin and margin alerts included.
External Workforce Management
Your external workforce — finally under control.
Freelancers, consultants and contractors are managed in spreadsheets, inboxes and three separate tools. Kontingo brings quotas, budgets, timesheets and invoices into a single system — lean enough for a mid-sized company, robust enough for hundreds of externals.
GDPR-compliant, hosted in the EU
On-premise or your own cloud
Live in weeks, not months
Zeiterfassung · Juli 2026
Entwurf
| Woche / Modus | Mo | Di | Mi | Do | Fr | Σ |
|---|---|---|---|---|---|---|
| KW 27 · on-site | 8 | 8 | – | 8 | 8 | 32 |
| KW 27 · remote | – | – | 8 | – | – | 8 |
| KW 28 · remote | 8 | 8 | 8 | 6 | – | 30 |
Warnung ab 10 Std/TagΣ Monat 70,0 Std
The problem
Your freelancer programme has outgrown the spreadsheet.
€?
Blind budgets
Nobody sees in real time how much of the committed quota has already been consumed — until the overrun shows up on an invoice.
5+
Tools per process
Rates in a spreadsheet, timesheets by email, invoices in a PDF folder, availability in the recruiter's head.
§
Compliance exposure
Approvals without evidence, invoices without VAT verification, no audit trail — a problem in every audit.
⚖
Enterprise is too heavy
The large VMS suites solve this — as an implementation programme whose scope and effort rarely fit a mid-sized organisation.
Features
Everything the external workforce process needs.
From master data to the verified invoice — one continuous process instead of eight disconnected islands.
Quota management
Committed quotas tracked in hours and euros in parallel (8 hrs = 1 person-day). When a quota runs out, extend it within the same project instead of creating a new one — the full history stays visible.
Time capture in a monthly grid
Days by week, split into on-site and remote. Alerts above 10 hours per day, days outside the project term are locked. Capture that matches how consultants actually work.
Timesheets with client approval
At month end Kontingo produces a professional statement of work as a PDF. The client receives an approval link — read-only, data-minimised without rates or prices, approve or reject in one click. The month then locks.
Budget burndown with traffic lights
Per assignment and project: consumption to date, quota remaining, and a forecast of when the budget will run out at the current booking rate. Amber and red thresholds are configurable, so action is visible at a glance.
Availability & forecasting
A self-service calendar per day: on-site, remote, holiday, unavailable. It feeds straight into the runway and utilisation forecast — available days visible, holiday properly excluded.
Freelancer invoicing (German VAT rules)
The consultant raises an invoice straight from the approved timesheet — amounts calculated server-side from hours × rate, with 19 % VAT or the German small-business exemption under §19 UStG, as a clean PDF. Or they upload their own invoice. Either way, your finance team is relieved.
Project overview & search
Every project at a glance, with global search by project number, quotation number, client name or consultant. Lean navigation instead of a wall of tables.
Roles, permissions & audit
Back office sees rates and margins, consultants see only their own data. Every status change is logged — the evidence any audit will ask for.
See it in action
Real screens, not concept art.
These are actual views of the product. Under white-label they carry your logo and your colours.
Interface shown in German — English localisation available on request.
Budget control
Know when the quota will break — before it breaks.
The burndown plots actual consumption against the committed budget and projects the runway from booking and availability data. The traffic light turns while there is still time to act.
- Ceiling, consumption and forecast in one view
- Configurable warning thresholds (e.g. 50 % / 70 %)
- Forecast per assignment, aggregated per project
Kontingent- & Budget-BurndownAmpel · 74 % verbraucht
Maximum60.000 €
Verbraucht44.720 €
Prognose Aug−4.480 €
Capacity
Availability that actually feeds the plan.
Every external maintains their own calendar — on-site, remote, holiday, unavailable. That yields automatically how many days in a month are genuinely plannable.
- Self-service instead of recruiter chasing
- Holiday cleanly excluded from the forecast
- Reminders when days are left unfilled
Mein Kalender — August
4O
5O
6R
7R
8R
9
10
11U
12U
13U
14R
15R
16
17
18R
19R
20N
21N
22R
23
24
On-site
Remote
Urlaub
Nicht verfügbar
10 Tage verfügbar (O/R) · 3 Urlaub · 2 n. V. — fließt in die Prognose ein.
Invoicing
From approved timesheet straight to a correct invoice.
The approved statement of work becomes the invoice — amounts calculated server-side, VAT treatment stated correctly. Freelancers with their own accounting upload their PDF instead; Kontingo reconciles the figures against the timesheet.
- 19 % VAT or §19 small-business exemption, selectable per invoice
- Variance check against the approved timesheet
- Audit-proof storage outside the web root
Rechnung
RE-2026-0501 · 02.06.2026
Timesheet bestätigt
Leistungsmonat Mai 2026
| Beratung on-site (SAP SAC) · 168,0 Std × 110 € | 18.480,00 € |
| Beratung remote · 24,0 Std × 95 € | 2.280,00 € |
| Netto | 20.760,00 € |
| zzgl. 19 % USt | 3.944,40 € |
| Rechnungsbetrag | 24.704,40 € |
Security & data protection
Built for your compliance team, not against it.
External work means personal data, rates and margins. Kontingo treats them the way a company with 500+ employees has to be able to defend.
GDPR by design
Data minimisation, role-based access, a complete audit log and a defined retention and deletion policy. Subject-access export for Article 15 requests.
Encryption
A layered approach: encryption at rest plus AES-256-GCM for highly sensitive fields. Passwords hashed with Argon2id, TLS in transit.
On-premise or EU cloud
Deployed in your own environment or on separate EU infrastructure. Your data never leaves the boundary your IT defines.
Processing agreement settled
A data processing agreement under Article 28 GDPR is part of the package, with a clean split between controller and processor — before any real personal data is processed.
Roles & two-factor
Fine-grained permissions per role, two-factor authentication for privileged accounts, strict ownership scoping on every record. Everyone sees exactly what they should.
Backups with RPO/RTO
Encrypted off-site backup with a separate provider, defined recovery objectives and a rehearsed restore. No backup that has never been restored.
Positioning
The middle ground that did not exist.
Between spreadsheet chaos and a corporate suite.
Spreadsheets & inboxes
The status quo
- No live budget — overruns surface on the invoice
- Timesheets by email, approvals without evidence
- Availability known only to individuals
- No audit trail, ongoing compliance exposure
Kontingo
External Workforce Management for mid-sized companies
- Budget burndown with traffic lights, in real time
- Client approval by link, audit-proof
- Availability as self-service, straight into the forecast
- Live in weeks, GDPR and processing agreement settled
Enterprise VMS
Fieldglass, Beeline & co.
- Implementation runs as a multi-month programme
- Consulting effort rather than software rollout
- Scope a mid-sized company rarely uses
- Data residency and hosting location need close review
Pricing
Transparently tiered. No surprises.
Internal users (back office, account management, recruiting) on subscription. External consultants billed separately and tiered. All prices net, excluding VAT.
Team
1–20 people
€15.90 /user/mo
Full feature set, ideal to get started.
Team+
21–50 people
€10.90 /user/mo
min. €264 / month
For growing back-office teams.
Business
51–100 people
€7.90 /user/mo
min. €492 / month
Several sites, one system.
Enterprise
101–500 people
€6.00 /user/mo
min. €732 / month
The sweet spot for larger mid-sized firms.
Enterprise+
501–700 people
€5.40 /user/mo
min. €2,952 / month
Corporate scale, mid-market pricing.
External consultants
Per active consultant per month, tiered automatically by headcount.
up to 50 consultants€3.00 each
up to 100 consultants€2.40 each · min. €150
up to 200 consultants€1.80 each · min. €240
up to 500 consultants€1.45 each · min. €360
One-off & ongoing
A clean start and predictable development.
Setup, branding, migration, trainingfrom €2,880
Further development as needed€960 / person-day
Minimum term24 months
We agree the final package, term and pricing together.
Frequently asked
What procurement and IT want to know.
The application interface is currently in German, which suits the people who use it daily — back office and consultants in German-speaking teams. An English localisation is available on request; talk to us about your timeline and we will scope it with you. The screens shown on this page are the real product, which is why they appear in German.
Yes. Kontingo runs on-premise in your data centre or in your own cloud — alternatively we operate it for you on separate EU infrastructure. You decide where your data lives.
Weeks rather than months. Because Kontingo is a finished product and not a consulting project, setup covers branding, deployment, migration from your existing lists and training — typically within a few person-days.
Yes. Kontingo is built to be compliant: role-based access, audit logging, encryption, and a retention and deletion policy. Where we operate the system for you, a data processing agreement under Article 28 GDPR with a clear controller/processor split is part of it — signed before any real personal data is processed.
Kontingo is white-label. Every view carries your logo and your colours — to your external consultants it looks like your own portal.
Internal users are your back-office accounts (administration, account management, recruiting) — licensed within the subscription tier. External consultants are the freelancers and contractors who record their time — billed separately and tiered by headcount.
Yes. For organisations beyond the Enterprise+ tier we put together an individual package. Get in touch and we will work it through transparently with you.
Get started
Let's get your freelancer programme under control.
Show us your process — we will show you in 30 minutes what it looks like in Kontingo. No obligation, with real numbers.
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