The verdict in three sentences
For a janitorial company with 350 cleaners across 260 sites in Miami, the gap between scheduled, worked and billed hours commonly costs 4% of margin. Scheduling SaaS costs 7 to 14 USD per cleaner per month, while custom software runs 60,000 to 140,000 USD on the US market (2026 benchmark), delivered in 4 to 5 months. The choice depends mainly on how complex your client contracts and payroll rules are.
What the software must control
US labor rules shape the product: FLSA overtime above 40 hours a week, split shifts, high turnover and clients such as hospitals or offices that demand proof of service. Reliable scheduling links the client contract, the cleaner on site and payroll.
| Function | What it controls | Gain (2026 order of magnitude) |
|---|---|---|
| Site scheduling | Shifts, replacements, absences | Replacement found in 15 min instead of 1 h |
| GPS or NFC clock-in | Arrival and departure on site | 1.5 to 3% of hours recovered |
| Quality inspections | Area checklists, photos, client score | Complaints cut by 30 to 50% |
| Supplies and equipment | Consumption per site | 5 to 10% savings on supplies |
| Payroll export | Hours, overtime, bonuses to ADP, Paychex or Gusto | Payroll close in 2 days instead of 5 |
| Client portal | Service and quality reports | Contract renewal argument |
Overtime is the hidden cost: one unplanned 45-hour week at 16 USD an hour adds 120 USD in premium pay. Alerts before an employee crosses 40 hours protect the margin.
2026 pricing: SaaS, custom or hybrid
| Option | Upfront cost | Annual cost (350 cleaners) | Limits |
|---|---|---|---|
| Spreadsheets and paper timesheets | 0 | Ops time, errors | No real-time control |
| Janitorial SaaS (market benchmark) | 2,000 to 10,000 USD setup | 29,400 to 58,800 USD | Standard business rules |
| Custom build, US agency (market benchmark) | 60,000 to 140,000 USD | 8,000 to 20,000 USD maintenance | 4 to 5 months |
| Kolonell custom, complex tier | 7,000,000 to 15,000,000+ FCFA (10,670 to 22,870+ EUR) | Maintenance 120,000 FCFA/month (180 EUR) | Remote delivery, fixed scope |
| Hybrid: SaaS + custom connectors | 10,000 to 25,000 USD | SaaS subscription + 3,000 USD | Depends on vendor APIs |
Over five years, a 10 USD per cleaner SaaS costs about 210,000 USD for 350 cleaners. Custom becomes competitive above roughly 250 cleaners, or as soon as clients require reports the SaaS cannot produce.
Project plan over 4 to 5 months
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| Phase | Duration | Deliverable |
|---|---|---|
| Discovery with ops, payroll and sales | 3 weeks | Scheduling and overtime rules |
| Design and mobile wireframes | 3 weeks | Cleaner app tested with 10 staff |
| Development | 8 to 10 weeks | Scheduling, clock-in, quality, payroll export |
| Pilot on 30 sites | 3 weeks | Payroll variances vs previous month |
| Rollout to 260 sites | 2 weeks | NFC tags installed, staff trained |
Mini case study
Maria, owner of a 350-cleaner janitorial company in Miami (illustrative example), generates 11,000,000 USD of revenue. Unverified hours cost 4% of margin, or 440,000 USD a year. A custom system at 110,000 USD with 15,000 USD of annual maintenance recovers half of that gap, 220,000 USD. First-year net gain is about 95,000 USD, with payback in about 7 months after go-live. A 42,000 USD a year SaaS would also pay off, but without the custom inspection reports her healthcare clients require.
FAQ
How much does janitorial scheduling software cost in Miami? SaaS tools cost 7 to 14 USD per cleaner per month, or 29,400 to 58,800 USD a year for 350 staff. Custom builds from US agencies run 60,000 to 140,000 USD.
Is GPS clock-in legal in Florida? Yes, with clear written notice to employees and tracking limited to working hours. NFC tags on site are often preferred because they are less intrusive.
Can it handle overtime rules? Yes, it flags employees approaching 40 hours a week under the FLSA. That alone can save several thousand dollars a month in premium pay.
How long to roll out 260 sites? 4 to 5 months, including a 3-week pilot on 30 sites. Installing NFC tags takes about 2 weeks.
Can we keep our SaaS and add custom features? Yes, a hybrid approach costs 10,000 to 25,000 USD in connectors if the vendor offers an API.
Let's scope your project. Tell us your headcount, sites and payroll provider, and we will price a scope with an indicative budget and a 4 to 5 month timeline. 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.
