The verdict in three sentences
With 160 operatives on 230 sites, a cleaning company can no longer run its hours on paper timesheets and early-morning phone calls: up to 5% of worked hours are never billed and uncovered absences cost contracts. A custom app at 28,000 to 45,000 EUR excl. VAT delivers geolocated check-in, photo quality checks, cover scheduling and clean payroll export. Recovering just 2% of hours pays back the tool in under a year.
Where a cleaning company loses margin
In Dublin, the commercial cleaning market spans offices in the Docklands, apartment blocks, healthcare facilities, retail parks and industrial sites around the M50. Net margins in the sector sit around 3 to 5%, so every unbilled hour hurts. The leaks always come from the same places.
| Margin leak | Current cause | Software function | Estimated 2026 gain |
|---|---|---|---|
| Unbilled hours | One-off jobs noted on paper | Geolocated check-in tied to the contract | 2 to 5% of hours recovered |
| Uncovered absences | Last-minute calls | Cover scheduling, nearby available staff | 70% of absences covered within 1 h |
| Quality disputes | Word against word | Time-stamped photo check per zone | Complaints halved |
| Payroll errors | Re-keying hours and premiums | Payroll export with night and Sunday rates | 1.5 payroll days saved per month |
| Consumables | Untracked deliveries per site | Stock per site, alert thresholds | 8% less consumables |
| Tender renewals | No proof of service | Automatic monthly client report | Higher renewal rate |
What custom cleaning software costs in 2026
Market tools charge 6 to 15 EUR per operative per month. For 160 operatives that is 11,500 to 28,800 EUR a year, with billing modules often too rigid for the mixed fixed-fee and ad hoc contracts typical of cleaning. Custom software becomes relevant above 100 operatives.
| Option | Upfront cost | Annual cost | Watch-out |
|---|---|---|---|
| Paper + spreadsheet | 0 EUR | 0 EUR but 5% hours lost | No proof of service |
| Sector SaaS (160 operatives) | 2,000 to 5,000 EUR setup | 11,500 to 28,800 EUR | Limited fixed + ad hoc billing |
| Custom core (check-in, scheduling, payroll export) | 28,000 EUR excl. VAT | 3,500 EUR maintenance | Quality checks optional |
| Custom full (photo quality, billing, client portal) | 38,000 to 45,000 EUR excl. VAT | 4,500 to 6,500 EUR | None for the target scope |
| NFC tags on sensitive sites | 8 to 15 EUR per tag | Negligible | Useful in hospitals and data centres |
| EU hosting and backups | Included | 1,500 to 2,500 EUR | GDPR-compliant location data |
Geolocated check-in must comply with GDPR and Irish Data Protection Commission guidance: location captured only at check-in, staff informed, and a documented legitimate interest. These amounts are a 2026 order of magnitude for 160 operatives and 230 sites, delivered in 12 to 14 weeks.
Mini case study
Siobhan, managing director of a cleaning company in Dublin, employs 160 operatives, mostly part-time, for around 170,000 hours worked a year and revenue of 4,200,000 EUR, an average rate close to 24.70 EUR an hour. Recovering 2% of unbilled hours, 3,400 hours, adds 84,000 EUR of revenue. The full app costs 42,000 EUR excl. VAT plus 5,500 EUR a year. Add 1.5 payroll days saved each month, roughly 4,300 EUR a year. Payback comes in 6 to 7 months, before counting contracts saved thanks to quality reports.
The screens to plan for each role
| Role | Main screen | Daily use |
|---|---|---|
| Cleaning operative | Check-in, zone checklist, photo | 2 minutes per site |
| Team leader | Site map, late arrivals, cover | Absences approved in 5 minutes |
| Operations manager | Quality checks, complaints | Planned inspection rounds |
| Accounts | Billable hours, payroll export | Month-end close in 1 day |
| Client | Portal of visits and reports | Self-service access |
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FAQ
Is geolocated check-in legal?
Yes, if it is limited to arrival and departure and disclosed to staff in your privacy notice. The software never tracks operatives continuously, which stays in line with Data Protection Commission guidance.
What if an operative has no smartphone?
An NFC tag at 8 to 15 EUR or a shared on-site tablet handles check-in. Among 160 operatives, around ten alternative setups are usually enough.
Does the software handle the cleaning sector pay rules?
Yes, the payroll export includes night, Sunday and public holiday premiums under the Contract Cleaning Employment Regulation Order, plus part-time extra hours. It feeds your payroll software without re-keying.
Can we bill fixed fees and one-off jobs together?
Yes, each contract combines a monthly fixed fee with ad hoc work such as post-construction cleans. Invoices are produced in a structured electronic format.
How long does deployment take?
Allow 12 to 14 weeks, including a 2-week pilot on 20 sites before rolling out to all 230.
Let's scope your project. Share your number of operatives, sites and your payroll software: we will price a scope between 28,000 and 45,000 EUR excl. VAT with a pilot in 10 weeks. 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.
