The verdict in three sentences
For a cleaning company with 220 staff working across 340 client sites (our reference case is in Nice, on the French Riviera), scheduling SaaS costs 6 to 12 EUR per worker per month (about $6.50 to $13), and a custom build 30,000 to 60,000 EUR excl. VAT. The main financial lever is cutting unbilled hours, by around 7% once geolocated time tracking is in place. Photo-based quality control protects contracts in tenders where proof of service is now a scored criterion.
The four features that pay for the software
In commercial cleaning, net margin sits around 3 to 5% of revenue. A few lost hours per worker per month are enough to wipe it out: unbilled replacements, overtime not passed on, disputed services. The software must plug these leaks one by one.
| Feature | Leak addressed | Estimated 2026 gain |
|---|---|---|
| Multi-site scheduling with replacements | Uncovered absences, client penalties | Penalties cut by 50 to 70% |
| Geolocated time tracking (mobile or on-site NFC tag) | Hours declared but not worked, or worked but not billed | 5 to 8% of hours recovered |
| Photo quality checks with scored checklist | Disputed services, lost contracts | Renewal rate +5 to 10 points |
| Payroll export (variables, meal allowances, travel) | Manual entry, payroll errors | 2 to 3 days of payroll work saved per month |
| Supplies tracking per site | Overuse, theft | 8 to 12% savings on products |
| Client portal | Requests by email and phone | Complaints handled in under 24 h |
Time tracking must reflect the applicable labour agreement: in France, the cleaning sector's collective agreement (IDCC 3043) sets night and Sunday premiums, travel time between sites and the rules for transferring staff when a contract changes hands.
SaaS or custom: real 5-year costs
| Criterion | Cleaning SaaS | Custom build |
|---|---|---|
| Initial cost | 1,500 to 5,000 EUR setup | 30,000 to 60,000 EUR |
| Recurring cost (220 workers) | 15,800 to 31,700 EUR per year | 5,000 to 9,000 EUR per year |
| NFC tags (340 sites) | 3,400 to 6,800 EUR | 3,400 to 6,800 EUR |
| Go-live time | 3 to 6 weeks | 3 to 5 months |
| Client-specific quality checklists | Standard templates | Fully flexible |
| Payroll software link | Standard CSV export | Direct connector |
| Cumulative 5-year cost | 80,500 to 163,500 EUR | 55,000 to 105,000 EUR |
SaaS works well up to 80 or 100 workers. Beyond that, with demanding clients (luxury hotels, clinics, tech park offices), flexible quality checklists and a client portal often justify a custom build.
Rollout: one area at a time
The most effective approach is to deploy area by area: city centre first, then the suburbs, then the business parks. Each team leader is trained before their area goes live. Geolocated tracking must be documented under GDPR and presented to staff representatives: geolocation only triggers at arrival and departure, never continuously.
Mini case study
Nathalie, CEO of a cleaning company in Nice, bills 220 workers for about 26,000 hours a month at an average of 27 EUR per hour. Before the software, about 7% of hours actually worked went unbilled, or 1,820 hours a month. By recovering three quarters of them, she bills 1,365 more hours a month, about 36,850 EUR a month or 442,000 EUR a year. A 48,000 EUR custom build pays back in under two months of gains.
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FAQ
Is geolocated time tracking legal for cleaning staff?
In France and the EU, yes, if it is limited to checking arrival and departure times, disclosed to staff representatives and recorded in the GDPR register. Regulators reject continuous tracking when other means exist.
Does every worker need a smartphone?
No, an NFC tag stuck on site (10 to 20 EUR each) and a personal phone or one phone per team is enough. Some sites use voice-call check-in for staff without smartphones.
How does photo quality control work?
The team leader fills in a 20 to 40 point scored checklist with before and after photos. The client receives the report, which cuts disputes by 30 to 50%.
Does the software handle staff transfers when winning a new contract?
Yes, the module imports the transferred workers' records with seniority and schedules. It takes a few hours instead of several days.
How long does it take to train 220 workers?
Time tracking takes 15 minutes to learn. Team leaders need half a day, the payroll team one day.
Let's scope your project. Send us your headcount, number of sites and payroll software: we will price a custom build between 30,000 and 60,000 EUR delivered in 3 to 5 months, or confirm the right SaaS. 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.
