The verdict in three sentences
An independent staffing agency in Toronto placing 250 temps per week can build custom staffing software for CAD 52,000 to 105,000 (about USD 38,000 to 76,000) in 2026. Against a licence of CAD 22,000 to 45,000 per year, the investment pays back in two to three years, after which the agency only pays maintenance. The most visible gain is operational: 2 days of payroll close saved every month thanks to timesheets entered and approved on mobile.
Modules and their cost in 2026
The owner of an independent agency has to keep pace with the national networks without their IT budget. Classic pain points: paper timesheets re-keyed on Monday, assignment agreements sent late (Ontario's Employment Standards Act requires written assignment information for temp help agencies), missed records of employment, makeshift payroll exports. Here is the 2026 order of magnitude for a tool built for a Toronto agency.
| Module | Key functions | Cost (CAD) | Lead time |
|---|---|---|---|
| Talent pool and matching | Worker profiles, certifications (WHMIS, forklift), availability | 9,000 to 18,000 | 3 to 4 weeks |
| Assignment scheduling | Client allocation, end-of-assignment alerts, extensions | 7,500 to 15,000 | 3 weeks |
| Online contracts | Client and worker agreements, e-signature | 9,000 to 18,000 | 3 to 4 weeks |
| Mobile timesheets | Worker entry, client approval, overtime premiums | 10,500 to 21,000 | 4 weeks |
| Payroll and billing export | Variables to Ceridian or ADP, client billing at markup | 9,000 to 19,500 | 3 to 4 weeks |
| Compliance and dashboard | WSIB tracking, ESA notices, margin per client | 7,000 to 13,500 | 2 to 3 weeks |
| Total | Complete core | 52,000 to 105,000 | 3 to 5 months |
Maintenance and Canadian hosting run at CAD 500 to 1,200 per month. Timesheets and payroll export are usually delivered first, since they free up the most time.
Licence or custom build: the five-year maths
Off-the-shelf staffing platforms are comprehensive but designed for national networks. An independent agency often pays for features it never uses and waits months for any change.
| Item | Market licence | Kolonell custom build |
|---|---|---|
| Setup | CAD 4,500 to 12,000 | CAD 52,000 to 105,000 |
| Annual cost | CAD 22,000 to 45,000 | CAD 6,000 to 14,400 |
| Cumulative 5-year cost | CAD 114,500 to 237,000 | CAD 82,000 to 177,000 |
| Specific changes | On vendor roadmap | Within 2 to 4 weeks |
| Worker app | Often an add-on | Included |
| Ownership | Data only | Data and code |
The five-year gap reaches CAD 30,000 to 60,000 in favour of a custom build, before counting time saved. For an agency with fewer than 80 temps, a licence remains the more sensible option.
What saves 2 days a month
With 250 temps, an agency processes about 1,000 timesheets a month. Re-keying a paper timesheet, checking premiums (overtime at 1.5x after 44 hours in Ontario, nights, statutory holidays) and fixing errors takes 2 to 3 minutes. With mobile entry approved by the client, checks are limited to flagged anomalies, 10 to 15% of timesheets. The 30 to 40 hours saved every month match the 2 days of payroll close for a two-person team.
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Sarah, owner of an independent staffing agency in Toronto, places 250 temps a week in logistics and food processing. She pays CAD 36,000 a year in licences. The custom software costs CAD 78,000, then CAD 900 per month in maintenance, or CAD 10,800 a year. Annual licence savings are CAD 25,200. Add 35 payroll hours saved each month, valued at CAD 45 loaded hourly cost, or CAD 18,900 a year. The total gain of CAD 44,100 a year pays the tool back in just over 21 months.
FAQ
Does the software handle statutory filings?
It prepares worker onboarding records and sends variables to your payroll provider, which produces T4s and records of employment. This split avoids rebuilding a payroll engine, which would cost over CAD 150,000.
Do workers need to install an app?
An installable web app is enough, with no app store. Observed adoption usually exceeds 85% after one month.
How long does migration from our current licence take?
Migrating worker profiles, clients and active contracts takes 2 to 4 weeks. We plan one month of parallel running before switching over.
Are online signed agreements valid?
Yes, electronic signatures are recognised under Ontario's Electronic Commerce Act. Sending time drops from 2 days to a few minutes.
What budget for a small agency?
Below 80 temps, a timesheet and payroll export core at around CAD 27,000 to 37,000 is a better fit than a full tool.
Let's scope your project. Tell us your volume of temps, your payroll provider and main clients, and we will price a core between CAD 52,000 and 105,000 delivered in 3 to 5 months. 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.
