The verdict in three sentences
For a private security company with 350 officers, whether in London or Paris, guard scheduling software costs either EUR 6 to 12 per officer per month as SaaS, or EUR 35,000 to 80,000 excl. VAT as a custom build in 2026. Custom becomes profitable when collective agreement rules, client site specifics and payroll export do not fit a standard SaaS, which is common beyond 250 officers. Payback comes from three measurable sources: fewer uncovered shifts, fewer payroll disputes and patrol evidence that holds up with clients.
Essential functions and their cost
A guarding company rota combines heavy constraints: 12-hour shifts, rest periods, night, Sunday and bank holiday premiums, qualifications per post (fire safety, dog handler, mobile patrol) and a valid licence for every deployed officer (CNAPS card in France, SIA licence in the UK). A mistake costs client penalties or employment tribunal claims.
| Function | What it solves | Indicative 2026 custom price (EUR excl. VAT) |
|---|---|---|
| Multi-site rota | Shifts, cycles, cover, rest period checks | 10,000 to 22,000 |
| Compliance control | CNAPS or SIA licences, fire safety, refreshers, alerts 90 days before expiry | 4,000 to 9,000 |
| Geofenced clock-in | Shift start and end on smartphone, GPS perimeter | 5,000 to 12,000 |
| NFC or QR patrols | Checkpoints, occurrence log, incident photos | 6,000 to 14,000 |
| Payroll export | Variables (night, Sunday, bank holiday, allowances) to payroll software | 4,000 to 10,000 |
| Client portal | Patrol reports, incidents, billed hours | 4,000 to 8,000 |
| Open shift marketplace | Offer vacant shifts to available officers | 2,000 to 5,000 |
A core of rota, compliance, clock-in and payroll export starts around EUR 35,000 excl. VAT. The full scope with patrols, client portal and open shift marketplace reaches EUR 65,000 to 80,000 excl. VAT, 2026 order of magnitude.
SaaS or custom build: 5-year comparison
| Criterion | Market SaaS | Custom build |
|---|---|---|
| Initial cost | EUR 2,000 to 8,000 excl. VAT (setup) | EUR 35,000 to 80,000 excl. VAT |
| Recurring cost for 350 officers | EUR 25,200 to 50,400 excl. VAT per year | EUR 6,000 to 12,000 excl. VAT per year |
| Cumulative 5-year cost | EUR 128,000 to 260,000 excl. VAT | EUR 65,000 to 140,000 excl. VAT |
| Collective agreement rules | Standard, frequent workarounds | Configured to your agreements |
| Payroll export | Generic formats | Exact format of your payroll software |
| Data ownership | Vendor | Security company |
| Time to go live | 1 to 2 months | 4 to 6 months |
SaaS remains the right choice under 150 officers or to test an organisation. Above 300 officers, the cumulative SaaS cost usually exceeds the custom build from year three.
Typical schedule
| Phase | Duration | Deliverable |
|---|---|---|
| Scoping, payroll and rota rules | 3 weeks | Rules reference, mock-ups |
| Lot 1: rota and licence compliance | 7 weeks | Rota in production, alerts |
| Lot 2: clock-in and payroll export | 5 weeks | Officer app, variables file |
| Lot 3: patrols and client portal | 5 weeks | NFC patrols, client reports |
| Parallel run over one payroll month | 4 weeks | Variance sign-off |
Mini case study
Stéphane, managing director of a 350-officer guarding company in the Paris region, records 45 uncovered shifts a month, each charged as a EUR 150 penalty by clients: EUR 81,000 a year. Payroll disputes tie up an administrator 3 days a month and generate EUR 12,000 in yearly corrections. With a rota that flags gaps 72 hours ahead and an open shift marketplace, he targets 10 uncovered shifts: EUR 63,000 saved. Corrections drop to EUR 3,000: EUR 9,000 more. For a EUR 62,000 excl. VAT project and EUR 9,000 of yearly maintenance, the net gain of about EUR 63,000 in year one covers the investment in 12 months. A London operator with similar volumes can expect the same order of magnitude in GBP.
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FAQ
How much does scheduling software for a security company cost?
As SaaS, EUR 6 to 12 per officer per month. As a custom build, EUR 35,000 to 80,000 excl. VAT in 2026 depending on modules, plus EUR 6,000 to 12,000 excl. VAT of yearly maintenance.
Does the software check officer licences?
It stores each licence number and expiry date and blocks deployment of an officer whose licence has expired. An alert goes out 90 days before expiry to plan renewal.
Is geofenced clock-in legal?
Yes if limited to shift start and end and patrols, with staff informed and employee representatives consulted. Continuous tracking outside working time is not allowed.
Are NFC patrols expensive to deploy?
NFC tags cost EUR 1 to 4 each. A site with 20 checkpoints is equipped for under EUR 100, excluding installation time.
Can we keep our payroll software?
Yes, the software generates the variables file in the format your payroll tool expects. A parallel run over one payroll month validates variances before switching.
Let's scope your project. Send us your headcount, number of sites and payroll software: we price the scope, the indicative budget in EUR or GBP excl. VAT and the timeline per lot. 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.
