The verdict in three sentences
For a commercial cleaning company with 320 staff working across 180 client sites, custom software for scheduling, geolocated clock-in and quality control costs 25,000 to 50,000 EUR excluding VAT in 2026, whether the firm operates in Paris or Berlin. The first gain comes from unjustified hours, which typically fall from 9% to 2% of paid hours, recovering 7 points of payroll. The second gain is commercial: automatic quality reports sent monthly to clients secure contract renewals and tenders.
Modules and 2026 prices
Cleaning combines fragmented schedules (split shifts, multiple sites, last-minute replacements) with strong proof requirements from clients.
| Module | Key function | Indicative budget (EUR excl. VAT) | Timeline |
|---|---|---|---|
| Staff scheduling | Site assignments, split shifts, absence and replacement management | 6,000 to 12,000 | 4 weeks |
| Geolocated clock-in | Mobile badge, on-site QR code or NFC, geofencing, offline mode | 5,000 to 9,000 | 3 weeks |
| Quality control | Per-site audit checklists, photos, scores, action plans | 4,000 to 8,000 | 3 weeks |
| Client portal and reports | Automatic monthly report, attendance rate, audit results | 3,000 to 7,000 | 2 weeks |
| Payroll interface | Hours export, night and Sunday premiums, sector collective agreement rules | 4,000 to 8,000 | 3 weeks |
| Migration and rollout | Import contracts, sites and staff, team leader training | 3,000 to 6,000 | 2 weeks |
| Total | 25,000 to 50,000 | 12 to 17 weeks |
The high end adds staff transfer handling when contracts change hands (a legal obligation in the French cleaning sector, with equivalents under German transfer rules) and a contract quoting module.
Market SaaS or custom
Cleaning management software is often billed per active employee per month. With 320 staff, the bill climbs fast.
| Criterion | Specialist cleaning SaaS | Custom software |
|---|---|---|
| Upfront cost | 3,000 to 8,000 EUR | 25,000 to 50,000 EUR |
| Annual cost (320 staff) | 6 to 12 EUR per employee per month, i.e. 23,000 to 46,000 EUR | 4,000 to 8,000 EUR maintenance and hosting |
| 4-year cumulative cost | 95,000 to 192,000 EUR | 41,000 to 82,000 EUR |
| Client reports in your branding | Standard templates | Fully customised |
| Payroll rules from your own agreements | Partial configuration | Custom coded |
| Data ownership | With the vendor | With you, EU hosting |
| Time to go live | 3 to 6 weeks | 12 to 17 weeks |
An SME with fewer than 60 staff should pick SaaS. From 150 staff, custom software pays back in under two years on the subscription difference alone.
Measured gains in the field
| Indicator | Before | After 6 months |
|---|---|---|
| Unjustified hours as % of paid hours | 9% | 2% |
| Payroll preparation time | 4 days per month | 1 day |
| Replacements organised within 2 hours | 50% | 90% |
| Sites audited each month | 30% | 85% |
| Monthly client complaints | 45 | 15 |
| Contract renewal rate | 82% | 90% (estimate) |
Geolocated clock-in must comply with the GDPR: location captured only at clock-in, staff informed beforehand and works council consulted (CSE in France, Betriebsrat co-determination in Germany).
Mini case study
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Nadia, managing director of a cleaning company in Paris, employs 320 staff totalling 422,400 paid hours a year. Recovering 7 points of unjustified hours represents 29,568 hours. At a loaded cost of 22 EUR per hour, the theoretical stake reaches 650,000 EUR a year. Keeping only a third of that gain, since caution is required on adjustments, she saves about 216,000 EUR a year. For a 40,000 EUR project, payback comes in under three months, not counting the 3 payroll days saved each month. A Berlin firm with similar headcount and hourly costs would reach a comparable result.
FAQ
Is geolocated clock-in legal?
Yes, if proportionate: location only at clock-in, prior information to staff and works council consultation. The software does not track staff continuously, in line with French CNIL and German data protection guidance.
How do staff without smartphones clock in?
A fixed kiosk or tablet on site, or an NFC badge read by the team leader's phone, covers these cases. Allow 150 to 300 EUR of hardware per site concerned.
Does the software connect to our payroll tool?
Yes, hours (standard, night, Sunday, public holidays) are exported in your payroll tool's format. Preparation time drops from 4 days to 1 day per month.
Can clients view quality reports?
Yes, a client portal shows attendance, audits and photos, and a PDF report is sent automatically each month. It is a strong argument in tenders where quality weighs 40 to 60% of the score.
How long for a pilot?
A pilot on 20 sites and 40 staff starts in 6 to 8 weeks. Full rollout follows in 4 to 6 weeks.
Let's scope your project. For a cleaning company with 100 to 1,000 staff, we scope scheduling, clock-in and quality control, with a budget of 25,000 to 50,000 EUR and a pilot in 8 weeks. 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.
