The verdict in three sentences
Beyond 150 operatives and a hundred sites, spreadsheets, text messages and paper timesheets cost more than software: hours paid but not invoiced, missing quality inspections, poorly tracked contract changes. Off-the-shelf SaaS costs EUR 8 to 15 per operative per month, while custom software built by an Irish agency costs EUR 60,000 to 130,000, and custom can pay back in 14 to 24 months for 220 operatives through recovered hours. The choice depends on your specifics: unusual multi-site set-ups, client-specific quality audits and payroll integration.
The modules that pay for themselves
Around Dublin, a typical contract cleaner services offices in the Docklands, warehouses near the airport, apartment blocks in Sandyford and healthcare facilities. Each site has its own hours, instructions and specification. The software must connect four flows: rostering, time and attendance, quality control and invoicing.
Geofenced clock-in on smartphones or NFC tags fixed on site is the most profitable module: it verifies hours actually worked and feeds payroll directly. Quality audit checklists based on EN 13549 let supervisors score each service on a tablet, with photos, and send a monthly report to the client.
| Module | Expected gain | Custom cost (EUR, Irish agency) | In standard SaaS |
|---|---|---|---|
| Multi-site rostering | 6 to 10 h of scheduling per week | 12,000 to 24,000 | Yes |
| Geofenced or NFC clock-in | 1 to 2% of payroll recovered | 9,000 to 20,000 | Yes |
| EN 13549 quality audits | Client reports in 10 minutes | 8,000 to 17,000 | Often basic |
| Contract changes and absences | ERO and transfer compliance | 9,000 to 22,000 | Partial |
| Recurring invoicing | No more hours/invoice gaps | 8,000 to 17,000 | Yes |
| Payroll export (BrightPay, Sage, Thesaurus) | 2 days saved per month | 6,000 to 14,000 | Depends on vendor |
| Client portal | Fewer calls, transparency | 8,000 to 16,000 | Rarely |
SaaS or custom: the numbers
Irish contract cleaning is governed by a sector Employment Regulation Order setting minimum rates above the national minimum wage, and by transfer of undertakings rules when a contract changes hands. SaaS tools handle rostering and clock-in well, but rarely manage contract transfers and rate changes in detail.
| Criterion | Cleaning SaaS | Custom build |
|---|---|---|
| Entry cost | EUR 0 to 5,000 setup | EUR 60,000 to 130,000 in Dublin |
| Annual cost for 220 operatives | EUR 21,100 to 39,600 | EUR 6,000 to 12,000 (maintenance, hosting) |
| Time to go live | 4 to 8 weeks | 4 to 7 months |
| Client quality audits | Fixed templates | Per-client checklists |
| Contract transfers and rate changes | Manual entry | Built-in workflow |
| Code and data ownership | Vendor | Company |
| Same project in Lille | EUR 8 to 15 per operative | EUR 40,000 to 90,000 excl. VAT |
For reference, Kolonell's 11/10/2026 price grid places a medium-complexity business application at 4,000,000 to 7,000,000 FCFA (about EUR 6,100 to 10,670) and a complex one at 7,000,000 to 15,000,000+ FCFA (about EUR 10,670 to 22,870+), delivered by a Dakar-based team with remote check-ins.
Mini case study
Ciarán, managing director of a contract cleaning company in Dublin, employs 220 operatives across 180 sites with a loaded payroll of EUR 4,200,000 per year. A three-month audit shows 1.5% of hours paid without verification or invoicing: EUR 63,000 per year.
SaaS option at EUR 12 per operative: 220 × 12 × 12 = EUR 31,680 per year, for an estimated gain of 1% of payroll (EUR 42,000) given weaker handling of contract changes. Net benefit: about EUR 10,300 per year. Custom option at EUR 90,000 plus EUR 8,000 annual maintenance: 1.4% gain (EUR 58,800), so EUR 50,800 net per year and payback in about 21 months. The gap widens beyond 300 operatives.
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FAQ
Is geofenced clock-in GDPR compliant?
Yes, if it is limited to recording working time, with prior notice to staff and a documented legitimate interest. The Data Protection Commission frowns on continuous tracking: record location only at shift start and end.
How long to equip 180 sites with NFC tags?
Allow 3 to 5 weeks and EUR 3 to 6 per tag. Total cost for 180 sites stays below EUR 1,500 including installation.
Can we keep our payroll software?
Yes. An export to BrightPay, Sage or Thesaurus costs EUR 6,000 to 14,000 and removes 2 days of re-keying per month.
What happens to data when a contract transfers?
The software should generate the list of transferring staff with service dates and hours. This module avoids disputes during the information period required under transfer rules.
Do clients need an app?
A web portal is enough: quality reports, ad hoc requests and invoices. It costs EUR 8,000 to 16,000 and noticeably reduces calls to operations.
Let's scope your project. Send us your operative count, number of sites and payroll software, and we will define the scope, indicative budget and rollout 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.
