The verdict in three sentences
Above 300 cleaners, SaaS billed at EUR 8 to 15 per worker per month becomes a fixed cost of EUR 34,000 to 63,000 a year that never quite fits your contracts. Custom software at EUR 40,000 to 80,000 excl. VAT brings together QR code check-in, scored quality audits you can show the client, absence cover and a payroll export ready for your payroll provider. Delivered in 3 to 5 months, it pays back in 18 to 30 months on subscription savings alone, and much faster once you count unbilled hours and avoided penalties.
Off-the-shelf SaaS or custom development
Industry software handles scheduling and check-in well. It struggles on three points: each client's own audit grid, cover logic based on qualifications (hospitals, clean rooms, food processing) and export to your payroll tool with the collective agreement's premiums.
| Criterion | Off-the-shelf SaaS | Custom |
|---|---|---|
| Upfront cost | EUR 0 to 5,000 setup | EUR 40,000 to 80,000 excl. VAT |
| Recurring cost for 350 workers | EUR 2,800 to 5,250 / month | EUR 600 to 1,200 / month (hosting, SMS, maintenance) |
| 5-year cost | EUR 168,000 to 320,000 | EUR 76,000 to 152,000 |
| Audit grid per client and area | Single template | Unlimited, weighted |
| Cover based on qualifications | Manual | Automatic suggestion |
| Payroll export with agreement premiums | Generic file | Your payroll software format |
| Client portal with quality reports | Paid option | Included |
The modules that make money
A QR code stuck on each site and scanned from the cleaner's phone proves presence and duration. Combined with geolocation at the moment of the scan, it ends billing disputes. Quality audits scored out of 100 with timestamped photos become contractual evidence against the penalties written into contracts.
| Module | Development effort | Indicative budget excl. VAT | Measurable gain |
|---|---|---|---|
| Worker scheduling by site and recurrence | 4 to 5 weeks | EUR 12,000 to 18,000 | 1 to 2 days of planning saved per week |
| QR code check-in + geolocation | 2 to 3 weeks | EUR 6,000 to 10,000 | End of unjustified hours (2 to 4% of payroll) |
| Scored quality audits with photos | 3 weeks | EUR 8,000 to 12,000 | Contract penalties cut by 2 to 3 times |
| Absence cover | 2 to 3 weeks | EUR 6,000 to 12,000 | Uncovered sites below 1% |
| Payroll export and variables | 2 weeks | EUR 5,000 to 9,000 | 3 fewer days of monthly data entry |
| Client portal and tickets | 2 to 3 weeks | EUR 6,000 to 11,000 | Fewer calls, easier contract renewals |
Mini case study
Sophie runs a cleaning company in Lille with 350 cleaners across 180 sites. She currently pays EUR 11 per worker per month, EUR 46,200 a year, and estimates that hours paid but not justified represent 2.5% of her EUR 8.4 million payroll, i.e. EUR 210,000. With custom software at EUR 65,000 excl. VAT plus EUR 900 per month, she drops the subscription and, conservatively, recovers a third of those hours: EUR 70,000 a year. Total annual gain: 46,200 + 70,000 - 10,800 = EUR 105,400. The project pays back in 7 to 8 months.
FAQ
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How long does rollout across 180 sites take?
Plan 3 to 5 months of development, then 3 to 4 weeks of rollout in waves of 40 to 60 sites. Printing and placing the QR codes takes about 2 team days.
Can cleaners without a smartphone check in?
Yes: one shared phone per team leader or a fixed tablet on large sites is enough. Budget EUR 80 to 150 per entry-level device.
Is geolocating cleaners legal?
In France, yes if it is limited to the check-in moment, with prior notice to employees and the works council. Continuous tracking should be avoided under CNIL guidance.
Can we import history from our current SaaS?
Usually yes via CSV export: sites, workers, schedules and 12 to 24 months of audits. Migration costs EUR 3,000 to 6,000 excl. VAT depending on data quality.
From how many workers does custom software pay off?
As a 2026 order of magnitude, from 200 to 250 workers on subscription savings alone, and from 100 workers if your clients demand specific quality reports.
Let's scope your project. Tell us your headcount, number of sites and payroll tool: we will price scheduling, check-in and quality software between EUR 40,000 and 80,000 excl. VAT, deliverable in 3 to 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.
