The verdict in three sentences
For a commercial cleaning company with 180 staff spread across 220 client sites, in Nantes or Toronto, custom multi-site management software costs EUR 20,000 to 50,000 excl. VAT (about USD 22,000 to 55,000) in 2026. The gain lies in unbilled hours (improvised cover, forgotten extra jobs, untracked overruns), which site-level clock-in and QR code quality checks can cut by around 7 % of hours worked. Automatic client reports also secure contract renewals, because the client sees every visit and every inspection.
Modules and their price
A multi-site cleaning company manages scattered, often part-time crews with split shifts (early morning, late evening) and high turnover. The owner needs to know in real time who is on which site, whether the work specified in the contract was done and what should be invoiced.
| Module | Key function | Indicative 2026 price (EUR excl. VAT) |
|---|---|---|
| Multi-site scheduling | Assignments, cover, absences, working time checks | 5,000 to 11,000 |
| QR code or NFC clock-in | On-site arrival and departure, no continuous tracking | 3,000 to 7,000 |
| Quality control | Inspection checklists per zone, scores, photos, action plans | 4,000 to 9,000 |
| Automatic client reports | Visits, inspections, incidents, monthly PDF delivery | 3,000 to 7,000 |
| Extra jobs | Client requests, quotes, signed work orders | 2,000 to 6,000 |
| Payroll and billing integration | Hours per employee to payroll, hours per site to invoices | 3,000 to 10,000 |
The scheduling, clock-in and payroll export core starts around EUR 20,000 excl. VAT. The full version with quality control, client portal and extra jobs reaches EUR 40,000 to 50,000 excl. VAT, 2026 order of magnitude. Maintenance and hosting: EUR 350 to 800 excl. VAT per month.
Off-the-shelf or custom build
| Criterion | Spreadsheets and paper | Off-the-shelf cleaning software | Custom build |
|---|---|---|---|
| Initial cost | EUR 0 | EUR 1,500 to 5,000 excl. VAT | EUR 20,000 to 50,000 excl. VAT |
| Annual cost (180 staff) | EUR 0 | EUR 9,000 to 19,500 excl. VAT | EUR 4,200 to 9,600 excl. VAT |
| Unbilled hours | 10 to 12 % | 6 to 8 % | 4 to 5 % |
| Quality checklists matched to your contracts | No | Generic templates | Per client and per zone |
| Sector collective agreement rules | Manual | Variable | Built into payroll rules |
| Time to go live | Immediate | 1 to 2 months | 3 to 5 months |
Off-the-shelf software works well under 60 staff. Beyond 150 staff and 150 sites, differences between contracts (frequencies, zones, penalties) justify custom rules.
Typical schedule
| Phase | Duration | Deliverable |
|---|---|---|
| Scoping and migration of 220 site records | 3 weeks | Site register, specifications |
| Lot 1: scheduling and QR clock-in | 6 weeks | Staff app in production |
| Lot 2: quality control and reports | 5 weeks | Checklists, monthly PDF reports |
| Lot 3: payroll and billing | 4 weeks | Payroll and billing exports |
| Phased rollout by area | 4 weeks | 220 sites equipped with QR codes |
Mini case study
Sophie, owner of a 180-staff cleaning company in Nantes, totals around 198,000 hours worked a year across 220 sites. Her unbilled hours rate is estimated at 11 %. The 18-month goal is to bring it down to 4 %, or 7 points. For year one, she uses a cautious assumption of 3 points: 198,000 × 3 % = 5,940 hours recovered, either rebilled as extra jobs or avoided as unnecessary cover. Valued at EUR 25 per hour, they represent EUR 148,500. For a EUR 42,000 excl. VAT project and EUR 7,200 excl. VAT of yearly maintenance, the investment is covered in about 4 months on this assumption. A Toronto contractor of the same size can expect a similar ratio in CAD.
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FAQ
How much does custom software for a cleaning company cost?
Between EUR 20,000 and 50,000 excl. VAT (USD 22,000 to 55,000) in 2026 depending on modules. The scheduling, clock-in and payroll core starts around EUR 20,000 excl. VAT.
Is QR code clock-in reliable?
Yes, the QR code is fixed on site and scanned on arrival and departure, which proves presence without continuous location tracking. A laminated QR code costs under EUR 1 and is replaced if damaged.
Do clients see the quality checks?
Yes, each client receives an automatic monthly report or accesses a portal. Companies that share their inspections often see better renewal rates, around 5 to 10 points higher.
Do we need to change payroll software?
No, the tool exports hours per employee in your payroll software's format. One month of parallel run validates variances before switching.
How long to equip 220 sites?
Allow 3 to 5 months in total, including 4 weeks of phased rollout by geographic area.
Let's scope your project. Tell us your headcount, number of sites and payroll software: we price the scope, the indicative budget in EUR or USD 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.
