The verdict in three sentences
For a cleaning contractor with 240 operatives and 160 sites, the hidden cost is not the software but the hours spent redoing rotas, covering absences and rebuilding timesheets for payroll. Off-the-shelf software at GBP 3.50 to 7 per operative per month works up to about a hundred staff; beyond that, a custom tool between GBP 40,000 and 75,000 fits your contracts, variations, London Living Wage commitments and TUPE transfers. The most visible gain is payroll preparation cut by 2 days a month, followed by fewer client disputes thanks to photo quality checks.
The features that save time in cleaning
The trade stacks specific constraints: part-time operatives across several sites, early and late shifts, TUPE transfers when contracts change hands, last-minute cover and clients who demand proof of attendance.
- Multi-site scheduling handling part-time contracts, variations and extra hours.
- QR code time tracking with a code on each site, scanned from the operative's phone, with geolocation at clock-in and clock-out.
- Absence and cover management: automatic suggestion of available operatives nearby.
- Photo quality control: inspection checklist, time-stamped photos, score per site and monthly client report.
- Payroll preparation: export of standard, overtime, night, Sunday hours and allowances to Sage, Xero or BrightPay.
| Task | Without a tool (spreadsheet, paper) | With software | Estimated gain |
|---|---|---|---|
| Weekly rota for 240 operatives | 12 hours a week | 3 hours a week | 36 hours a month |
| Covering an absence | 45 minutes of calls | 10 minutes | 25 hours a month |
| Collecting hours for payroll | 3 days a month | 1 day a month | 2 days a month |
| Proof of attendance for clients | Signed sheets, often lost | QR scan and time-stamped photo | Disputes down 60 to 70 % |
| Quality control | Occasional visits, no record | Checklist and photos, automatic report | Easier contract renewals |
| Overtime tracking | Approximate | Automatic per contract | Lower employment tribunal risk |
Off-the-shelf or custom: the 2026 figures
Specialised SaaS tools are quick to start. Their limit shows on specific rules: site bonuses, negotiated premiums, TUPE transfers, client invoicing based on actual service delivered.
| Criterion | Standard cleaning SaaS | Custom software by Kolonell |
|---|---|---|
| Initial cost | GBP 0 to 2,500 setup | GBP 40,000 to 75,000 |
| Recurring cost for 240 operatives | GBP 840 to 1,680 a month | Hosting and maintenance GBP 550 to 1,100 a month |
| 5-year cost (estimate) | GBP 50,000 to 103,000 | GBP 73,000 to 141,000 |
| Pay rules and Living Wage commitments | Standard | Your exact rules, bonuses included |
| Per-service client invoicing | Often missing | Built in |
| Code and data ownership | No | Yes |
| Go-live | 2 to 6 weeks | 4 months |
Over 5 years, a custom tool costs more in London unless it replaces several tools or drives revenue. It becomes relevant past 150 to 200 operatives, when you invoice per service or need to connect time tracking to client billing. A typical project takes 4 months: scoping (3 weeks), scheduling and time tracking (7 weeks), quality control and payroll (4 weeks), testing and supervisor training (3 weeks).
Mini case study
Emma, managing director of a cleaning contractor in London, employs 240 operatives across 160 sites. Her scheduler and payroll assistant spend about 85 hours a month on rotas, cover and timesheet collection. At GBP 30 loaded hourly cost, that is GBP 2,550 a month.
After deploying custom software at GBP 55,000:
- Admin time down to 25 hours a month, 60 hours saved, GBP 1,800 a month.
- Two client disputes avoided per quarter thanks to proof of attendance, about GBP 1,300 of credit notes avoided each quarter.
- Annual gain: around GBP 26,800, against GBP 9,600 of yearly maintenance.
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FAQ
How much does cleaning company software cost in London?
A specialised SaaS costs GBP 3.50 to 7 per operative per month. Custom software runs between GBP 40,000 and 75,000, plus GBP 550 to 1,100 a month for hosting and maintenance.
How does QR code time tracking work?
A QR code is fixed on each site and the operative scans it at arrival and departure from their phone. Time and position are recorded, and the supervisor gets an alert if a site is not clocked in 15 minutes after the scheduled start.
Does it connect to our payroll software?
Yes, pay variables (standard, overtime, night, Sunday hours, allowances) export to Sage, Xero or BrightPay. Contractors save on average 2 days of payroll preparation a month.
Do operatives need a smartphone?
Most have one. For the others, an NFC badge or a shared site tablet works, at GBP 130 to 260 per equipped site.
Is geolocated time tracking GDPR compliant?
Yes if location is captured only at clock-in and clock-out, staff are informed and a data protection impact assessment is done. Data is kept for 12 months maximum by default.
Let's scope your project. Tell us your number of operatives, sites and payroll software, and we will price a scope between GBP 40,000 and 75,000 with go-live in 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.
