The verdict in three sentences
For a contractor running 70 machines on remote mine sites in northern Ontario, Quebec or West Africa, every unrecorded machine hour is lost revenue at 90 to 360 USD. Offline time capture linked to mine-approved timesheets and invoicing usually recovers well over a million dollars a year. The project is won in the field: operator entry in under 30 seconds, sync when the network returns, client approval without paper.
Where billable hours disappear
Excavators, articulated haul trucks, dozers, graders and drills work 10 to 12 hour shifts on sites with patchy coverage. Hours are logged in paper books, re-entered at the site office, sent to head office in Toronto, then matched against timesheets signed by the mine supervisor. Each handover loses information.
| Source of loss | Observed frequency | Estimated impact |
|---|---|---|
| Lost or illegible logbook | 1 to 2% of shifts | Unbilled hours |
| Gap between hour meter and reported hours | 2 to 5% | Disputed by the mine |
| Late timesheet sign-off | 10 to 20 days | Invoice slips a month |
| Unjustified standby (breakdown, waiting) | Frequent | Standby hours never claimed |
| Fuel not reconciled per machine | Monthly | Theft or overconsumption hidden |
| Re-entry at head office | 3 to 4 days a month | Rate errors |
These are 2026 orders of magnitude for comparable contractors, depending on site discipline.
Rates and what the software must calculate
Mine contracts set hourly rates per equipment class, wet or dry, with or without operator, plus standby rules (often 50 or 70% of the rate).
| Equipment class | Indicative 2026 rate | Typical diesel burn |
|---|---|---|
| Compact loader | 90 to 120 USD | 8 to 12 litres per hour |
| Grader | 140 to 190 USD | 15 to 20 litres per hour |
| 30 t excavator | 170 to 240 USD | 20 to 28 litres per hour |
| D8 dozer | 240 to 320 USD | 30 to 40 litres per hour |
| 40 t articulated truck | 200 to 280 USD | 22 to 30 litres per hour |
| 70 t+ excavator | 300 to 360 USD | 45 to 60 litres per hour |
The software must apply the right rate per contract automatically, split production, standby and breakdown, compare dispensed fuel with theoretical burn per machine and produce timesheets in each mine's required format.
Architecture built for remote sites
Three technical choices matter. First, an offline mobile app on rugged tablets: the operator or shift lead records start, end, hour meter and a meter photo, and data stays on the device until the camp Wi-Fi or LTE returns. Second, a client portal where the mine supervisor approves timesheets daily, with a dispute history. Third, a head office back end that produces monthly invoices and tracks machines, preventive maintenance and operators.
Kolonell prices custom applications in three bands: simple 2,500,000 to 4,000,000 FCFA (3,810 to 6,100 EUR), medium 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR), complex 7,000,000 to 15,000,000+ FCFA (10,670 to 22,870+ EUR). Offline time capture with timesheets and invoicing fits the medium band. With fuel tracking, preventive maintenance and several mine contracts, it moves into the complex band. Telematics integrations (CAT VisionLink, Komatsu Komtrax) are quoted separately.
For comparison, North American heavy equipment management SaaS tools cost, as a 2026 order of magnitude, 15 to 40 USD per machine per month, so 1,000 to 2,800 USD a month for 70 machines, but rarely produce mine-specific timesheets out of the box.
Mini case study
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Daniel, operations director of a Toronto contractor, runs 70 machines at an average of 200 USD an hour, 300 hours a month each. Theoretical revenue is 4,200,000 USD a month, but he estimates 3% of hours are never billed or are disputed without proof.
Recovering just 2 of those 3 points is 84,000 USD a month, about 1,000,000 USD a year. On fuel, per-machine reconciliation that cuts discrepancies by 5% on 350,000 litres a month at 1.20 USD a litre saves 21,000 USD a month. A complex build around 18,000 EUR pays for itself within the first week of operation.
FAQ
Does the app work with no signal on site?
Yes, it stores entries locally for weeks if needed. Sync happens automatically when LTE or camp Wi-Fi returns, keeping original timestamps.
How do you prevent false hour reports?
Each entry requires a photo of the hour meter and a GPS position. A gap of more than 5% between meter and reported hours triggers an alert to the site lead.
Can the mine approve timesheets online?
The supervisor receives the daily list of shifts on a secure portal. Approved timesheets feed the monthly invoice directly, shortening the cycle by 10 to 20 days.
How long is a rollout?
Allow 10 to 14 weeks for time capture, timesheets and invoicing, then 6 weeks for fuel and maintenance. A pilot on one site with 15 machines is recommended first.
What maintenance should we plan?
Kolonell maintenance is 35,000, 75,000 or 120,000 FCFA a month (53, 114 or 183 EUR). For a tool used around the clock, Premium at 183 EUR fits best.
Let's scope your project. Share your fleet size, mine sites and active contracts, and we will propose a one-site pilot followed by a 3 to 4 month rollout. 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.
