The verdict in three sentences
For a 90-employee concrete and structural contractor in Toronto running 30 projects a year, site tracking comes down to three flows: daily reports, crew hours and billable progress. Construction SaaS at 30 to 80 USD per user per month covers the first well, the link between real progress and progress billing draws less so. A custom tool costs 35,000 to 75,000 CAD with a local agency (market estimate) or 6,100 to 10,670 EUR on the Kolonell grid, with offline tablet mode and a 12-week timeline.
Construction SaaS or custom app: the 2026 numbers
Assumption: 30 users (12 site supervisors, 6 project managers, estimating, accounting, management).
| Criterion | Market construction SaaS | Custom, Toronto agency | Custom, Kolonell |
|---|---|---|---|
| Upfront cost | 0 to 4,000 CAD setup | 35,000 to 75,000 CAD | 6,100 to 10,670 EUR |
| Recurring cost (30 users) | 900 to 2,400 USD a month | 400 to 1,100 CAD a month | 110 EUR a month maintenance |
| 3-year cost | 32,400 to 86,400 USD plus setup | 49,400 to 114,600 CAD | 10,060 to 14,630 EUR |
| Offline mode | Varies by vendor | Built into the spec | Built into the spec |
| Progress to draw link | Mostly Excel exports | Draw generated from progress | Draw generated from progress |
| Fit with your quantity takeoffs | Limited to vendor fields | Full | Full |
SaaS figures are 2026 market orders of magnitude; enterprise platforms priced on annual construction volume cost more. Custom hosting (50 to 100 USD a month) is added to the last two columns.
What the tool changes on progress billing
The most visible gain for the finance team comes at month end. When progress is logged every day per trade and per work item on the tablet, the draw prepares itself and the project manager only reviews it.
| Monthly indicator | Before (paper and Excel) | After (custom tool) |
|---|---|---|
| Draw sent to owner | Day 10 to day 12 | Day 2 to day 3 |
| Project manager hours per draw | 4 to 6 h | 1 to 1.5 h |
| Disputed quantities | 6 to 8 % of draws | 1 to 2 % |
| Missing daily reports | 20 to 30 % of days | under 5 % |
| Timesheets re-keyed at the office | 25 min per supervisor per day | 0, direct payroll export |
| Progress photos tied to the trade | On personal phones | Filed by project and date |
Under Ontario's Construction Act prompt payment rules, the owner must pay within 28 days of a proper invoice, so sending the draw 9 days earlier brings cash in 9 days earlier. On 19,000,000 CAD of annual revenue, about 1,580,000 CAD of monthly billing arrives sooner.
Typical scope and budget
| Module | Scope | Share of budget | Timeline |
|---|---|---|---|
| Offline daily report | Weather, headcount, equipment, incidents, photos | 25 % | 3 weeks |
| Time tracking | Per worker and project, supervisor approval, payroll export | 20 % | 2 weeks |
| Progress per trade | Quantities installed, percentage per item | 20 % | 2 weeks |
| Progress draws | Generation, 10 % statutory holdback, change orders | 20 % | 3 weeks |
| Management dashboard | Earned margin, planned versus actual hours | 15 % | 2 weeks |
Mini case study
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Illustrative example: Mark, senior project manager at a concrete contractor in the Greater Toronto Area, coordinates 12 site supervisors. Each loses 25 minutes a day re-keying hours and reports, over 220 days: 1,100 hours a year, or 55,000 CAD at a 50 CAD loaded hourly cost. Draws go out 9 days earlier: at a 6 % cost of capital on 1,580,000 CAD billed monthly, the gain is about 28,000 CAD a year. Total: 83,000 CAD a year for a tool billed about 9,500 EUR (around 14,000 CAD), paid back in about 2 months.
FAQ
How much does custom construction site software cost in Toronto in 2026?
Expect 35,000 to 75,000 CAD with a local agency (market estimate) and 6,100 to 10,670 EUR with Kolonell. Maintenance starts at 50 EUR a month and hosting adds 50 to 100 USD.
Does the app work without signal on site?
Yes, data entry works offline on the tablet and syncs once coverage returns. A day's report with 30 photos weighs about 40 to 60 MB.
Can hours be exported to our payroll software?
Yes, through a standard file or API depending on your provider. That connector takes 1 to 2 weeks within the 12-week plan.
Are holdback and change orders handled?
Yes, the draw applies the 10 % statutory holdback and approved change orders. Disputed quantities usually drop from 6 to 8 % to 1 to 2 % of draws.
Do all supervisors need rugged tablets?
A rugged tablet costs 500 to 1,000 CAD, so 6,000 to 12,000 CAD for 12 supervisors. The app also runs on recent Android phones and iPhones.
Let's scope your project. Share your number of projects, users and payroll and billing tools: we price your tool in the 4,000,000 to 7,000,000 FCFA tier (6,100 to 10,670 EUR), delivered in 12 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.
