The verdict in three sentences
In contract cleaning, margin comes down to rosters that hold despite absences, time and attendance records that protect payroll and billing, and quality audits that keep clients at renewal. Off-the-shelf tools handle scheduling and clock-in well, but adapt poorly to site-specific specifications and the KPIs large accounts now demand. Past 200 operatives and 300 sites, a custom platform competes with subscriptions of 15,000 to 37,000 EUR a year.
Daily reality for a 260-operative firm
Across Dublin, from city centre offices to Sandyford and Citywest business parks, cleaning contracts range from 400 EUR a month for a small office to 25,000 EUR for a headquarters or tech campus (2026 order of magnitude, excluding VAT). Operatives often work part time, early mornings or evenings, across two or three sites, with pay floors set by the national minimum wage and the sector's Employment Regulation Order. Absence rates of 6 to 9 % are common.
| Process | Common practice | Hidden cost |
|---|---|---|
| Rosters | Spreadsheet per supervisor | Duplicates, sites missed during holidays |
| Cover for absences | Calls and texts the night before | 1.5 to 2 supervisor hours per absence |
| Time and attendance | Paper sign-in or site badge readers | Gaps between hours paid and hours billed |
| Quality audits | Paper checklists, rarely analysed | Complaints surface only at contract termination |
| Supplies and equipment | Ad hoc orders | Overstock on some sites, shortages on others |
| Client reporting | Manual monthly summary | Account manager time, little evidence |
| Contract variations | Emails without follow-up | Extra services never invoiced |
Location-based clock-in must respect GDPR and Data Protection Commission guidance: position captured at arrival and departure only, no continuous tracking, clear notice to staff.
Solution comparison and 2026 orders of magnitude
| Criterion | Off-the-shelf cleaning software | Custom platform by Kolonell |
|---|---|---|
| Cost | 5 to 12 EUR per operative per month | One-off build, then monthly maintenance |
| Rostering and cover | Good, standard logic | Your rules: skills, travel distance, additional hours |
| Quality audits | Generic checklists | Checklists per specification, zone scores, photos |
| Client portal | Varies by vendor | Site KPIs, complaints, proof of service |
| Payroll and billing links | Standard exports | Payroll variables and invoicing of variations |
| Data ownership | Vendor | Your company |
| Go-live | 3 to 8 weeks | 10 to 14 weeks |
For 260 operatives, a vendor subscription costs 15,600 to 37,440 EUR a year. A Kolonell custom application ranges from 3,810 to 6,100 EUR (2,500,000 to 4,000,000 FCFA) for a simple build, 6,100 to 10,670 EUR (4,000,000 to 7,000,000 FCFA) for a mid-sized one, and 10,670 to 22,870+ EUR (7,000,000 to 15,000,000+ FCFA) for a full platform with operative app, client portal and payroll connector. Maintenance runs at 53, 114 or 183 EUR per month. Integration with a specific payroll package is priced in the quote.
Quality audits as a sales lever
Facilities managers at large accounts now ask for evidence: compliance score per zone, complaint resolution time, proof of attendance. A scored checklist on a smartphone, with photos and the client contact's sign-off, turns a vague promise into a shared dashboard. Firms that send a monthly quality score to clients typically see stronger renewal rates when contracts go back to tender.
Mini case study
Niamh runs a contract cleaning company with 260 operatives in Dublin 12, serving 340 sites. She logs 20 absences a week on average, each costing 1.75 hours of supervisor time at 30 EUR loaded per hour: 20 x 1.75 x 30 x 46 = 48,300 EUR a year. She also estimates that 1.5 % of her 7,500,000 EUR revenue is extra work never invoiced, so 112,500 EUR.
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If the platform halves cover-finding time and recovers half of the missed variations, the gain is about 80,400 EUR a year. Against a vendor subscription at 8 EUR per operative (24,960 EUR a year), a custom build of 10,670 to 22,870+ EUR plus 183 EUR monthly maintenance pays back within the first year.
FAQ
Is location-based clock-in lawful?
Yes, if limited to arrival and departure at the site and staff are clearly informed. Continuous tracking should be avoided under GDPR proportionality rules.
How is same-morning cover handled?
The platform suggests available, qualified operatives near the site and sends a notification. The supervisor confirms in minutes instead of 1.5 to 2 hours of calls.
Can operatives with limited digital skills use it?
The operative app has three screens: roster, clock-in and site instructions, in the languages set in the quote. Firms that train in groups of 10 typically reach over 90 % adoption within a month.
Can it connect to our payroll software?
Hours, absences and additional hours are exported in the expected format. The exact connector is priced in the quote after reviewing your payroll package.
What timeline should we plan?
Plan 10 to 14 weeks for 200 to 400 operatives. A first release with rosters and clock-in can go live by week 7.
Let's scope your project. Rosters, clock-in, cover and quality audits: we define the priority modules and a 10 to 14 week plan with you. 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.
