The verdict in three sentences
For a commercial cleaning company in Toronto employing 50 to 600 cleaners across 100 to 800 sites, custom management software costs between CAD 30,000 and 90,000 (about EUR 20,000 to 60,000), while specialised SaaS charges CAD 6 to 13 per worker per month. The most concrete gain is on payroll prep: 1 to 2 days saved every month thanks to a geofenced mobile time clock and automatic calculation of hours, premiums and absences. Above 250 workers, custom software generally becomes cheaper than the subscription over five years.
The modules that structure a cleaning contractor
The Greater Toronto Area concentrates offices (Financial District, Mississauga, Markham), retail, healthcare facilities and logistics, with night shifts and many part-timers. Ontario's Employment Standards Act sets precise rules (overtime after 44 hours a week, public holiday pay, successor employer obligations when a building contract changes hands). The useful modules:
- Scheduling: assigning cleaners to sites, shifts, part-time and multi-employer constraints, minimum shift lengths.
- Mobile time clock: NFC tag on site or QR code, geofencing at clock-in and clock-out, offline mode for basements and parking levels.
- Quality inspections: checklists by area type (APPA or in-house scoring), photos, scores, action plan shared with the client.
- Replacements: absence alert, automatic suggestion of an available, qualified cleaner nearby, SMS confirmation.
- Payroll prep: actual hours, overtime, premiums, absences, export to Ceridian Dayforce, ADP or Wagepoint.
| Module | Indicative cost 2026 (CAD) | Main gain |
|---|---|---|
| Multi-site scheduling | 6,000 to 16,500 | No more Excel schedules per area |
| Mobile NFC/QR time clock + offline | 6,000 to 18,000 | Reliable actual hours |
| Quality inspections + client reports | 4,500 to 13,500 | Easier contract renewals |
| Replacements and alerts | 4,500 to 12,000 | Uncovered sites down 50 to 70% |
| Payroll prep + payroll export | 6,000 to 18,000 | 1 to 2 days saved per month |
| Profitability dashboard per site | 3,000 to 12,000 | Loss-making sites spotted |
A company of 50 to 150 cleaners lands around CAD 30,000 to 45,000. A company of 400 to 600 cleaners, multi-branch, with a client portal, reaches CAD 68,000 to 90,000.
Per-worker SaaS or custom software: the five-year math
| Headcount | SaaS at CAD 9 per worker per month (5 years) | Custom (build + 5 years of maintenance) |
|---|---|---|
| 50 workers | CAD 27,000 | CAD 52,000 to 67,000 |
| 150 workers | CAD 81,000 | CAD 63,000 to 82,000 |
| 250 workers | CAD 135,000 | CAD 75,000 to 105,000 |
| 400 workers | CAD 216,000 | CAD 90,000 to 127,000 |
| 600 workers | CAD 324,000 | CAD 105,000 to 142,000 |
Below 100 workers, a well-chosen SaaS is often the best option. Above that, custom software wins on cost and above all on fit with your client contracts (frequencies, one-off jobs, window cleaning, deep cleans) and your payroll rules.
How to scope the project without overspending
Start with scheduling, the mobile time clock and payroll prep, the trio that saves the most hours, and pilot them on one branch for a full pay cycle. Ask for a fixed-price first phase (CAD 18,000 to 32,000) with acceptance criteria such as timesheets closed in half a day and fewer than 5 payroll corrections a month. Quality inspections and the client portal come next, and supervisors should be trained first because they will coach cleaners on site.
Mini case study
Thomas, owner of a commercial cleaning company in Mississauga, employs 320 cleaners across 410 sites. Every month, his payroll administrator and two supervisors spend 3 days collecting timesheets, checking absences and calculating overtime. Payroll errors trigger about 25 corrections a month.
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With software at CAD 63,000, payroll prep drops to 1.5 days: 1.5 days saved for 3 people, i.e. 36 hours a month or 432 hours a year, about CAD 19,000 at loaded cost. Better replacements also avoid 6 client penalties a month at CAD 220, i.e. CAD 15,800 a year, and recovered unbilled hours represent 1% of CAD 11 million revenue. The project pays for itself in under 6 months.
FAQ
Is a geofenced time clock legal in Ontario?
Yes, but since 2022 Ontario employers with 25 or more employees must have a written electronic monitoring policy shared with staff. Limit location to clock-in and clock-out; an NFC tag on site, at about CAD 5 to 12 per tag, remains the simplest option.
Does every cleaner need a smartphone?
No, the app runs on a personal phone or on a shared kiosk per site. A tablet kiosk costs CAD 350 to 600 and is enough for sites with more than 10 cleaners.
Does the software handle staff transfers when a building contract changes hands?
Yes, a dedicated module lists transferable workers, prepares documents and onboards new employees in minutes. Cost: CAD 3,000 to 7,500.
How long does deployment take?
Allow 2 to 4 months, with a 4-week pilot on one branch or 50 sites before full rollout.
Can our clients see quality inspections?
Yes, through a client portal with reports, photos and completed visit rates. This module costs CAD 4,500 to 10,500 and is a strong argument in tenders.
Let's scope your project. Tell us your number of cleaners, sites and your payroll software: we will price a scope between CAD 30,000 and 90,000 deliverable in 2 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.
