The verdict in three sentences
For a group of 800 employees and 4 subsidiaries, paper-based handling of leave, certificates and payslips ties up the equivalent of 2 to 3 full-time HR roles. An employee self-service HR portal connected to payroll, available as a mobile app or PWA, costs USD 25,000 to 58,000 excl. tax (15 to 35 million FCFA in West Africa), ships in 4 to 6 months and costs USD 500 to 1,200 per month to maintain. The project must build in data protection law from day one: Singapore's PDPA overseen by the PDPC, or Senegal's law 2008-12 and the CDP for Dakar-based groups.
Modules and their price in 2026
In a multi-site group, a large share of employees (field staff, warehouse workers, sales reps) has no computer. The portal must therefore be designed for smartphones, work on modest connections and stay lightweight.
| Module | Function | Indicative 2026 budget (excl. tax) |
|---|---|---|
| Leave and absence requests | Manager then HR approval flow, real-time balance | USD 5,000 to 11,000 |
| Digital payslips | Secure viewing and download | USD 3,300 to 7,500 |
| Automatic certificates | Employment, salary, leave, issued as signed PDF | USD 2,500 to 5,800 |
| Directory and org chart | Search by subsidiary, site, department | USD 1,700 to 4,200 |
| Internal memos and news | Targeted by subsidiary, read receipts | USD 2,500 to 5,000 |
| Payroll software connection | Existing payroll system or Excel export | USD 5,000 to 15,000 |
| Mobile app or PWA | Smartphone access, push notifications | USD 5,000 to 10,000 |
| Total project | USD 25,000 to 58,000 |
HR hours saved
The orders of magnitude below are 2026 estimates for an 800-employee headcount, to be refined during scoping with your real volumes.
| Task | Monthly volume | Time per request (paper) | Time with portal | Hours saved per month |
|---|---|---|---|---|
| Leave requests | 220 | 20 min | 3 min | 62 h |
| Employment or salary certificates | 90 | 30 min | 2 min | 42 h |
| Payslip distribution | 800 | 3 min | 0 min | 40 h |
| Leave balance questions | 150 | 10 min | 0 min | 25 h |
| Internal memo distribution | 8 | 4 h | 20 min | 29 h |
| Employee data updates | 60 | 15 min | 5 min | 10 h |
| Total | 208 h, about 1.3 FTE |
On top of this come savings on printing and transporting documents between sites, estimated at USD 3,300 to 6,700 per year for a group this size, and a marked drop in leave balance errors.
Compliance: data protection law
An HR portal processes sensitive personal data: salaries, contact details, absences, sometimes health data. In Singapore, the PDPA requires consent or a legitimate purpose, a designated data protection officer, access limited to what is necessary, and breach notification to the PDPC. In Senegal, law 2008-12 requires a declaration or authorisation request to the CDP before go-live. In practice, the project must include distinct roles (employee, manager, subsidiary HR, group HR), encrypted payslips, access logging and documented hosting location. Allow USD 1,700 to 4,200 for legal support and the compliance file.
Mini case study
Mei Ling, HR director of a group active in food processing and logistics, manages 800 employees across 4 subsidiaries with a 7-person HR team. Using the West African benchmark, the selected project costs USD 40,000 excl. tax (24 million FCFA), plus USD 830 per month maintenance, so USD 50,000 in year one. The portal frees about 208 hours per month, 1.3 roles at a loaded cost of USD 12,000 per year, so USD 15,600. Add USD 5,000 of printing and courier runs avoided. The annual gain reaches USD 20,600, against a recurring cost of USD 10,000. The project pays back in just under 4 years on direct gains alone, and faster when counting fewer leave balance disputes and the HR team redeployed to hiring and training. In Singapore, where loaded HR salaries are 4 to 6 times higher, the same hours saved bring payback under 18 months.
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FAQ
Can employees without a computer use the portal?
Yes, through a lightweight PWA on any smartphone, with phone number and SMS code login. A shared kiosk on each site covers employees without a smartphone, for USD 500 to 1,000 per kiosk.
Do we need to change payroll software?
No. The portal connects to the existing software through an API or automated import of payslips and balances. The connection represents USD 5,000 to 15,000 depending on the software.
How long to get started?
A first batch (leave, payslips, certificates) ships in 12 to 14 weeks. The full portal with directory, memos and mobile app takes 4 to 6 months.
Who can see payslips?
Only the employee concerned and authorised HR staff of their subsidiary. Every view is logged, and payslips are encrypted at rest in line with data protection requirements.
What does it cost after go-live?
Plan USD 500 to 1,200 excl. tax per month for hosting, maintenance, support and minor improvements.
Let's scope your project. Tell us your headcount, subsidiaries and payroll software: we will price a first batch covering leave, payslips and certificates between USD 25,000 and 33,000 excl. tax, deliverable in 12 to 14 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.
