The verdict in three sentences
A cleaning company running 650 staff across 380 client sites in Amsterdam on spreadsheet schedules typically loses 4 % of margin to unbilled hours, uncovered absences and gaps between schedule and payroll. A custom scheduling app at 70,000 to 120,000 EUR, delivered in about 5 months, makes every hour traceable with QR code or geofenced clock-in and organises replacements in under 2 hours. On 22 million EUR of revenue, winning back 2 of those 4 points repays the project within about 3 months.
Where the 4 points of margin go
Commercial cleaning runs on thin net margins, often 3 to 5 %. Every unbilled or overpaid hour hits the bottom line directly. With spreadsheet schedules, four leaks show up every time: extra hours worked on a site with no contract change, uncovered absences that trigger client penalties, replacements paid as overtime because nobody can see who is free, and gaps between planned, actual and paid hours.
Supervisors spend part of every day on the phone hunting for cover, then re-key changes into the payroll file at month end. Quality checks are on paper, and clients never see proof of attendance.
| Margin leak | With spreadsheets | With the app |
|---|---|---|
| Hours worked outside contract | 1.2 % of revenue, rarely rebilled | Alert on overrun, contract change proposed |
| Uncovered absences | Client penalties, 0.8 % of revenue | Replacement proposed in under 2 h |
| Overtime for cover | 0.9 % of revenue | Available staff ranked by distance |
| Schedule, clock-in, payroll gaps | 0.7 % of revenue | Payroll export from actual clock-ins |
| Quality disputes with no proof | 0.4 % of revenue in credits | Time-stamped photo checks per site |
| Total | About 4 % of revenue | Target: recover 2 to 3 points |
App budget, 2026 orders of magnitude
The ranges below are 2026 orders of magnitude for a company of this size in the Netherlands.
| Module | Range | Scope |
|---|---|---|
| Scoping and mock-ups | 7,000 to 12,000 EUR | Workshops with operations, HR, payroll, supervisors |
| Multi-site scheduling | 20,000 to 34,000 EUR | Contracts, task lists, assignments, recurrences |
| Staff app and clock-in | 14,000 to 24,000 EUR | QR code per site, location on arrival only |
| Replacements and notifications | 10,000 to 17,000 EUR | Search for available staff, SMS acceptance |
| Photo quality checks | 8,000 to 15,000 EUR | Checklists per site, photos, client report |
| Payroll export and integrations | 11,000 to 18,000 EUR | Payroll software, variables, absences |
| Total | 70,000 to 120,000 EUR | About 5 months |
Yearly maintenance and hosting are quoted separately. Under GDPR and Dutch Data Protection Authority guidance, location data may only be used to verify clock-in and clock-out, never for continuous tracking. The works council (ondernemingsraad) has a right of consent on staff monitoring systems and must approve before rollout.
Rollout in practice
The project follows a standard rhythm. Three weeks of scoping with operations, payroll and four supervisors. Ten weeks of development in releases, with a first scheduling and clock-in release tested on 30 pilot sites. Four weeks of payroll integration and end-to-end testing over a real month. Then rollout by area over 3 to 4 weeks.
The most sensitive point is staff buy-in. Many cleaners work early mornings or late evenings, sometimes on entry-level phones. The app must be very simple: scan the site QR code, see the tasks, report a problem with one photo. Instructions can be translated into the languages spoken by the teams, a point to settle at scoping.
Mini case study
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Sanne, operations director at a cleaning company in Amsterdam, manages 650 staff and 380 sites on 22 million EUR of revenue. She invests 96,000 EUR in the app, plus 15,000 EUR a year for maintenance and hosting.
The estimated margin leak is 4 % of revenue, or 880,000 EUR a year. In year one she recovers 2 points: out-of-contract hours are rebilled, average cover time drops from 6 hours to 1 h 30 and payroll gaps disappear. The gain reaches 440,000 EUR a year. After deducting the project and maintenance, 111,000 EUR, the net first-year gain exceeds 320,000 EUR, and the project pays back in about 3 months of operation.
FAQ
Is location-based clock-in legal?
Yes, if it only checks arrival and departure on site, with prior notice to staff and works council consent. A QR code fixed on site is an alternative with no location data, used by roughly half of the sector.
How does a replacement happen in under 2 hours?
The supervisor logs the absence, the app proposes the nearest available and qualified staff, and the first to accept by SMS is assigned. The client is notified automatically.
Can we keep our payroll software?
Yes, the app exports payroll variables from hours actually clocked. That integration is 11,000 to 18,000 EUR of the budget.
Do clients see the quality checks?
Yes, each client can receive a monthly report with clocked visits and check photos. It is a strong argument when contracts come up for retender.
What if a staff member has no smartphone?
A shared tablet or terminal on site allows clock-in by badge or code. In practice, about 90 % of staff use their own phone.
Let's scope your project. We define multi-site scheduling, clock-in, replacements and payroll export with you, with an area-by-area rollout in about 5 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.
