The verdict in three sentences
For a cleaning contractor with 180 operatives across 90 sites in and around Dublin, scheduling SaaS costs EUR 8 to 15 per operative per month, or EUR 17,300 to 32,400 a year, and you never own it. Custom software costs EUR 25,000 to 55,000 up front, plus EUR 400 to 900 a month for hosting and maintenance, and pays for itself between year two and year three. The real return shows up elsewhere: 12 hours of scheduling saved every week, cover found in minutes and quality evidence your clients cannot dispute.
SaaS or custom: the numbers for 180 operatives
The commercial cleaning market has solid specialist tools billed per active operative. They handle standard rosters well, but struggle once your contracts require unusual frequencies (night visits, quarterly window cleaning, post-construction cleans) or quality reports in the exact format your client demands.
| Criterion (180 operatives, 90 sites) | Cleaning SaaS | Custom |
|---|---|---|
| Entry cost | EUR 0 to 3,000 setup | EUR 25,000 to 55,000 |
| Recurring cost | EUR 8 to 15/operative/month, EUR 1,440 to 2,700/month | EUR 400 to 900/month (hosting, maintenance) |
| 3-year total | EUR 52,000 to 100,000 | EUR 39,000 to 87,000 |
| Specific frequencies and specs | Partly configurable | Modelled exactly |
| Client-branded quality report | Fixed template | Free format, PDF per site |
| Payroll export (BrightPay, Sage, Thesaurus) | Often one format | Connector built for your system |
| Ownership of data and code | No | Yes |
| Go-live time | 2 to 6 weeks | 3 to 4 months |
2026 ballpark: above 150 operatives, custom becomes cheaper than SaaS over three years, provided the first release is limited to the modules that pay back.
The modules that save time and protect margin
Cleaning scheduling software rests on four building blocks. Site scheduling generates rounds from contracts (frequency, duration, headcount). Automatic cover suggests, as soon as an absence is reported in the mobile app, the nearest qualified available operatives and notifies them by SMS. Photo quality control lets supervisors validate each visit with a time-stamped, geolocated photo and an audit checklist. Payroll export consolidates normal hours, night hours, Sundays and travel allowances according to the sector employment order.
| Module | Custom budget | Measured gain |
|---|---|---|
| Scheduling by site and contract | EUR 8,000 to 15,000 | 6 h of scheduling/week |
| Automatic cover + SMS | EUR 4,000 to 9,000 | 4 h/week, cover time from 2 h to 20 min |
| Operative app (clock-in, instructions) | EUR 6,000 to 12,000 | No more paper timesheets |
| Photo quality control + audit checklists | EUR 4,000 to 10,000 | Client disputes halved |
| Payroll export and variables | EUR 3,000 to 6,000 | 2 h/week, zero re-keying |
| Profitability dashboard by site | Included or EUR 2,000 to 4,000 | Loss-making sites flagged monthly |
The recommended release 1 (scheduling, cover, operative app) fits within EUR 18,000 to 30,000. Quality control and the dashboard follow in release 2, once operatives are used to the app.
Mini case study
Thomas runs a cleaning company in Dublin with 180 operatives on 90 sites. He and his scheduler spend 20 hours a week on rosters and cover, valued at EUR 35 per loaded hour. After rolling out custom software at EUR 38,000, that drops to 8 hours: 12 hours saved per week, or 12 x 35 x 46 weeks = EUR 19,320 a year. Add the end of two contractual penalties per quarter for unproven service (about EUR 1,500 each, EUR 12,000 a year) and maintenance at EUR 600 a month (EUR 7,200 a year). Net annual gain: about EUR 24,100, payback in 19 months, with no per-operative subscription rising with every new contract.
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FAQ
How much does cleaning company scheduling software cost in 2026?
SaaS runs EUR 8 to 15 per operative per month, or EUR 1,440 to 2,700 monthly for 180 operatives. Custom software costs EUR 25,000 to 55,000 depending on modules, plus EUR 400 to 900 a month in maintenance.
Will operatives actually use a mobile app?
Yes, if it is limited to three actions: clock in, read instructions, report an absence. With a multilingual interface and pictograms, adoption exceeds 90 % within 6 weeks on our projects.
Is photo quality control GDPR-compliant?
Yes, provided you photograph premises and not people, inform staff and limit geolocation to clock-in time. Photo retention is set to the contract term, usually 12 to 36 months.
Does the payroll export work with BrightPay or Sage?
Yes, the connector generates the variables file your payroll software expects: night hours, Sunday premiums, allowances. Budget EUR 3,000 to 6,000 and two payroll cycles in parallel to validate.
How long does deployment take?
Allow 3 to 4 months for release 1: 3 weeks of scoping, 8 to 10 weeks of development, then a pilot on 10 sites before full rollout.
Let's scope your project. Send us your headcount, number of sites and payroll system, and we will price a release 1 between EUR 18,000 and 30,000 delivered in 3 to 4 months. 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.
