The verdict in three sentences
In manufacturing, construction and maintenance, a spreadsheet no longer proves that a worker is authorised, trained and fit on the day they work: a missed forklift or first aid refresher is usually discovered after an accident or during a client audit. An HRIS module at EUR 6 to 12 per employee per month suits organisations with standard needs, while a custom app at EUR 22,000 to 40,000 excl. VAT pays off from about 200 exposed employees and several sites. The gain measured at our clients is 2 to 4 days of admin a month for the EHS or HR team.
What to track, and how often
Expiry rules differ by certificate, which is exactly what makes Excel fragile: each line has its own renewal rule, often combined with an occupational health check. The table uses French references (the original market of this analysis); UK and Canadian equivalents follow the same logic (LOLER and RTITB forklift training, HSE First Aid at Work, CSA and WHMIS in Canada).
| Authorisation or training | Usual validity | 2026 refresher cost per employee | Document to keep |
|---|---|---|---|
| Electrical authorisation | Refresher recommended every 3 years | EUR 250 to 450 | Employer-signed authorisation |
| Forklift licence (CACES R489) | 5 years | EUR 450 to 900 | Certificate + driving authorisation |
| Plant machinery licence (R482) | 10 years | EUR 600 to 1,200 | Certificate + driving authorisation |
| First aid at work | 24 months (France), 3 years (UK FAW) | EUR 150 to 250 | First aid card |
| Working at height, harness | Refresher every 3 years advised | EUR 200 to 400 | Training certificate |
| Underground networks (AIPR) | 5 years | EUR 80 to 150 | AIPR certificate |
| Occupational fitness check | 2 to 4 years depending on role | Occupational health service | Fitness notice |
For 400 employees holding on average 3 certificates each, that is 1,200 deadlines to monitor, or roughly 35 to 50 renewals a month.
HRIS module or custom app
| Criterion | HRIS module | Custom app |
|---|---|---|
| Upfront cost | EUR 0 to 5,000 setup | EUR 22,000 to 40,000 excl. VAT |
| Recurring cost | EUR 6 to 12 per employee per month | EUR 2,500 to 5,000 a year (hosting, maintenance) |
| 3-year cost, 400 employees | EUR 86,400 to 172,800 | EUR 29,500 to 55,000 |
| Renewal rules | Standard, sometimes fixed | Configurable by certificate, job and client |
| Temps and subcontractors | Often out of scope | Included with limited access |
| Field use | Desktop interface | Mobile, badge QR scan on site |
| Scanned certificates | Simple storage | OCR of dates, expiry checks |
| Rollout time | 4 to 8 weeks | 10 to 14 weeks |
The HRIS module remains relevant if you already have it and all your staff are permanent on a single site. As soon as you manage agency workers, multiple sites or different client requirements (contractor safety schemes, nuclear or energy client protocols), custom costs less over 3 years and fits your reality. In the UK or Canada, the same scope typically costs GBP 20,000 to 36,000 or CAD 35,000 to 65,000.
The cost of an unauthorised worker
After a workplace accident, the absence of a valid authorisation establishes the employer's inexcusable fault in France: increased pension for the victim, additional compensation and, criminally, fines of up to EUR 10,000 per employee concerned for breaching safety training rules. In the UK, HSE prosecutions for training failures routinely lead to six-figure fines. Commercially, an aerospace or energy client can exclude a contractor for 6 to 12 months after a failed audit. The lost contract then far exceeds the cost of the app.
Mini case study
Sophie, EHS manager of an industrial maintenance company in Nantes (420 employees, 60 agency workers on average, 5 client sites), spent 3.5 days a month maintaining her Excel file, chasing managers and preparing audits. She opts for a custom app at EUR 34,000 excl. VAT, with alerts at 90, 60 and 30 days, QR scanning on site and a portal for agency workers. Gain: 3 days a month, i.e. 36 days a year at a loaded daily cost of EUR 380, EUR 13,680. The app also avoids about 20 emergency refreshers at a 30 % premium, a further EUR 2,400. Payback in 2 years, and compared with an HRIS module at EUR 8 per employee per month (EUR 40,320 a year), savings are immediate in year one.
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FAQ
How much does a certification tracking app cost in 2026?
A custom app costs EUR 22,000 to 40,000 excl. VAT depending on sites, integrations and mobile use. Add EUR 2,500 to 5,000 a year for hosting and maintenance.
Can we import our existing Excel file?
Yes, data migration is part of the project, usually 2 to 4 days of work. It immediately flags certificates that have already expired, often 5 to 10 % of lines.
Does the app connect to our HRIS or payroll?
Yes, via API or scheduled import of starters and leavers. The connector adds EUR 3,000 to 8,000 excl. VAT depending on the vendor.
Can site supervisors check a certificate on the spot?
Yes, by scanning the badge QR code with a smartphone. The screen shows within 2 seconds which certificates are valid, expired or due within 30 days.
How long does rollout take?
Allow 10 to 14 weeks, including data migration and manager training. Starting in January lets you face spring client audits with a clean register.
Let's scope your project. Tell us your headcount, certificate types and sites, and we will price an app between EUR 22,000 and 40,000 with a rollout plan. 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.
