The verdict in three sentences
For a 900-officer security company in Johannesburg, bespoke software covering rostering, QR code patrols, occurrence books and billing costs between USD 20,000 and 46,000 (about EUR 18,000 to 43,000) depending on scope. The return comes first from overtime cut by around 12% and from client disputes avoided thanks to time-stamped patrol evidence. With payroll inputs ready in 2 days instead of 6, the project typically pays back in 10 to 16 months.
What the current mess really costs
In many guarding firms, the roster lives in spreadsheets, patrols are ticked on paper and occurrence reports arrive over WhatsApp. The result: double-booked posts, absences found too late, overtime paid without evidence and clients disputing invoices for lack of proof of presence.
| Loss area (900 officers, 120 sites) | Without software | 2026 annual order of magnitude |
|---|---|---|
| Uncontrolled overtime | 8 to 10% of total hours | USD 75,000 to 100,000 |
| Client penalties and credit notes for unproven absence | 6 to 12 disputes a month | USD 25,000 to 40,000 |
| Payroll preparation time | 6 days, 3 people | USD 6,500 to 8,000 |
| Uncovered shifts discovered late | 3 to 5% of shifts | lost contracts, hard to quantify |
| Manual capture of occurrence books | 2 full-time admin staff | USD 11,000 to 15,000 |
| Billing follow-ups and late payment | DSO of 75 to 90 days | cash cost of USD 13,000 to 20,000 |
These are estimates for a monthly payroll of roughly USD 220,000, based on sectoral minimum wages plus night and site allowances.
Modules and their 2026 prices
Guarding and facility management software is built in blocks. A minimal core fits within USD 20,000; a full platform with an offline officer app, client portal and payroll interface reaches USD 46,000.
| Module | Key functions | Indicative 2026 price |
|---|---|---|
| Rostering and shifts | 12-hour day/night cycles, relief officers, understaffing alerts | USD 5,000 to 10,000 |
| Officer app (Android, offline) | Geolocated clock-in, QR code patrols, photos, panic button | USD 5,500 to 11,500 |
| Occurrence books and incidents | Per-site forms, supervisor escalation, PDF reports | USD 2,500 to 5,000 |
| Client portal | Patrol evidence, monthly reports, service requests | USD 3,300 to 7,300 |
| Client billing | Contracts, hourly rates, amendments, accounting export | USD 2,500 to 5,700 |
| Payroll preparation | Actual hours, night allowances, absences, export to payroll system | USD 1,600 to 4,000 |
| Hosting, maintenance, support | Servers, backups, minor changes | USD 400 to 1,000 a month |
Patrol QR codes are cheap: a durable tag costs USD 2.50 to 5, so about USD 3,300 to equip 120 sites with 8 checkpoints each. Entry-level Android phones (USD 90 to 130) are enough, one per fixed post rather than one per officer.
Custom build or foreign SaaS: the right trade-off
International guarding SaaS tools charge EUR 4 to 9 per officer per month, which means EUR 3,600 to 8,100 a month for 900 officers. They often handle local payroll rules, local billing and offline work in low-coverage areas poorly. Above 300 officers, a custom build is almost always cheaper over 3 years, and you own the code and the data, a strong argument with banking and mining clients who audit their suppliers.
Realistic timeline: 3 weeks of scoping, 10 to 14 weeks of development, then a 4-week pilot on 15 sites before full rollout.
Mini case study
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Thabo, managing director of a 900-officer guarding company in Midrand, invests USD 31,000 in rostering, the patrol app, occurrence books and payroll preparation. Overtime was costing USD 85,000 a year; a 12% cut saves USD 10,200. Client disputes drop from 9 to 2 a month, avoiding around USD 23,000 in yearly credit notes. Payroll prepared in 2 days instead of 6 frees USD 5,700 of admin time. Total gain: about USD 38,900 a year, minus USD 7,800 of maintenance, so USD 31,100 net. Payback in 12 months.
FAQ
Can officers without smartphones use the system?
Yes: the phone stays at the post and the officer signs in with a PIN or badge. For 120 sites you usually plan 130 to 150 devices, about USD 13,000 to 18,000, often spread through leasing.
What happens when the network is down on site?
The app records patrols and incidents offline and syncs as soon as coverage returns. Timestamps are taken on the device and checked at sync to limit fraud, with an adjustable tolerance of 2 to 5 minutes.
Is patrol evidence really enforceable with clients?
Each scan records time, GPS position and officer identity, with an optional photo. In our projects, these reports cut invoice disputes by 70 to 80% from the third month.
Can the software run full payroll?
We prepare the variables (actual hours, nights, Sundays, absences) and export them to your existing payroll system. Building a complete payroll engine adds USD 6,500 to 11,500 and is rarely worth it.
Can we start small?
Yes, a rostering plus QR patrol core starts around USD 20,000 and ships in 10 weeks. Billing and the client portal are added later without a rebuild.
Let's scope your project. Send us your number of officers, sites and current tools: we will price a scope between USD 20,000 and 46,000 with a pilot within 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.
