Cleaning and Guarding Staff Rota App for 60 Sites in Miami: 2026 Cost

The verdict in three sentences

A services company (security guarding, cleaning, maintenance) running 450 staff across 60 client sites on spreadsheets and WhatsApp groups loses 10 to 20 scheduling hours every week, not counting uncovered shifts and hours paid without proof of attendance. A custom multi-site rota app built by a Kolonell nearshore team costs roughly USD 13,300 to 30,000 (8 to 18 million FCFA) in 2026, over 3 to 5 months. With mobile clock-in and payroll export, the investment usually pays back within months.

Modules and budget

The app connects three audiences: the scheduler at the office, site supervisors in the field, and staff, who check their shifts and clock in from their phones. It must handle patchy mobile coverage, which means an offline mode for clock-in.

The low end covers rotas, clock-in and a simple payroll export. The high end adds automated shift cover, the dashboard and a direct link to client invoicing.

Before and after: the metrics that matter

The most visible gain is scheduling time, but most of the return comes from hours paid without verified attendance and the penalties in client contracts for uncovered posts.

These are 2026 orders of magnitude observed at services companies with 200 to 600 staff.

Three decisions to make at scoping

First, the clock-in method: geolocation works for most sites, a fixed QR code is more reliable inside buildings. Second, the pay rules (night, Sunday and holiday premiums under your labour rules and agreements, including Florida overtime rules). Third, staff devices: if 20 to 30% of staff do not use a smartphone for work, plan a kiosk or shared phone per site.

Mini case study

Marcus, operations director of a cleaning and guarding company in Miami, manages 450 staff with a monthly payroll of about USD 1,350,000 (USD 3,000 per person on average). A 1.5% gap between paid and actually worked hours represents USD 20,250 a month. His contracts carry a USD 250 penalty per uncovered post: 10 incidents a month cost USD 2,500. His two schedulers also spend 15 extra hours a week at about USD 35 loaded, or USD 2,275 a month.

With an app at USD 20,000 (12 million FCFA), he brings the payroll gap down to 0.4% (USD 14,850 saved), penalties down to 3 incidents (USD 1,750 saved) and recovers the scheduling time (USD 2,275). Estimated monthly gain: USD 18,875. Payback in about 5 weeks, an estimate that depends heavily on how accurate the current timesheets are.

FAQ

How much does a multi-site rota app cost?

Roughly USD 13,300 to 30,000 (8 to 18 million FCFA) depending on modules, built by a nearshore team in Dakar. A first version with rotas, clock-in and payroll export starts around USD 13,300.

Does clock-in work without internet?

Yes, it must be designed offline: the clock-in is stored on the phone and synced as soon as the network returns. This is essential in basements, parking garages and large sites with dead zones.

How long does rollout take?

Plan 3 to 5 months, including a 3 to 4 week pilot on 3 to 5 sites. Rollout to all 60 sites then takes 2 to 4 weeks.

Can the app feed our payroll software?

Yes, the payroll export produces hours per person and type (regular, night, Sunday) in your software's format. Payroll preparation drops from 3 to 5 days to 1 day.

Why not buy an off-the-shelf rota tool?

Off-the-shelf tools often bill per user per month, which adds up for 450 staff, and rarely match your exact pay and client reporting rules. Custom usually becomes cost-effective above 150 to 200 staff.

Let's scope your project. Tell us your headcount, number of sites and payroll software: we will price a rota app between USD 13,300 and 30,000 (8 to 18 million FCFA), delivered in 3 to 5 months. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.