The verdict in three sentences
In commercial cleaning, net margin rarely exceeds 3 to 5%: a few unbilled hours per site are enough to wipe it out. Off-the-shelf software at EUR 5 to 12 per cleaner per month covers scheduling and time tracking but adapts poorly to the inspection grids required by public buyers and large accounts. A custom build at EUR 40,000 to 80,000 excl. VAT pays off above 300 staff, because it reveals unbilled hours and produces quality evidence that wins tenders.
Where the hours and contracts go
Cleaning tenders (hospitals, local authorities, head offices) increasingly weight technical value: inspection method, audit frequency, indicators reported to the client. A contractor showing paper or spreadsheet inspections loses points against a competitor presenting a client portal with monthly scores. Internally, cover shifts, overtime and one-off jobs are not always rebilled. The pattern holds across Europe and North America, from union agreements to state labour rules.
| Indicator (400 staff, 200 sites) | 2026 order of magnitude | Comment |
|---|---|---|
| Annual loaded payroll | EUR 9 to 11 million | Sector collective agreement basis |
| Detectable unbilled hours | 2 to 5% of payroll | Cover shifts, one-off jobs, overruns |
| Corresponding annual loss | EUR 180,000 to 550,000 | Before any corrective action |
| Inspections done on paper | 60 to 80% | Hard to use in tender responses |
| Technical value weight in scoring | 40 to 60% | Public sector and key accounts |
| Supervisor time on admin entry | 6 to 10 h per week | Timesheets, reports |
Solutions compared in 2026
| Criterion | Spreadsheet and paper | Off-the-shelf software | Custom software |
|---|---|---|---|
| Upfront cost | EUR 0 | EUR 3,000 to 10,000 rollout | EUR 40,000 to 80,000 excl. VAT |
| Recurring cost | Lost time | EUR 5 to 12 per cleaner per month (EUR 24,000 to 57,600 a year for 400 staff) | EUR 700 to 1,500 per month |
| Multi-site scheduling and cover | Manual | Yes | Yes, with labour rules and staff transfers |
| Geolocated or NFC clock-in | No | Yes | Yes, matched to each site contract |
| EN 13549 inspection grids | No | Generic templates | Per-client grids, weightings and action plans |
| Client portal with scores and non-conformities | No | Sometimes optional | Yes, under your brand |
| Unbilled hour detection | No | Partial | Automatic match of hours worked vs contract |
| Time to go live | Immediate | 1 to 3 months | 4 to 6 months |
Off-the-shelf software remains a good choice below 200 staff. Above that, its annual per-cleaner cost quickly matches a build amortised over 3 to 4 years, and custom software adds the commercial edge of a client portal.
The scope that pays
Five modules are enough: multi-site scheduling that respects labour agreement constraints (rest periods, part-time contracts, staff transfer when a contract changes hands, such as TUPE in the UK), geolocated or NFC clock-in on mobile, quality inspection grids based on EN 13549 with photos and action plans, a client portal showing scores and non-conformities, and an automatic match between hours worked and contracted hours that feeds invoicing.
| Module | Indicative budget (EUR excl. VAT) | Timeline |
|---|---|---|
| Multi-site scheduling and cover | 10,000 to 18,000 | 6 weeks |
| Mobile clock-in app | 7,000 to 14,000 | 4 to 5 weeks |
| Inspection grids and action plans | 8,000 to 16,000 | 5 weeks |
| Client portal | 6,000 to 13,000 | 4 weeks |
| Hours matching and invoicing | 6,000 to 12,000 | 4 weeks |
| Payroll interfaces, migration, training | 3,000 to 7,000 | 2 to 3 weeks |
Mini case study
Nathalie runs a 450-cleaner contractor serving 230 sites. Her loaded payroll reaches EUR 10.5 million. The custom software, budgeted at EUR 62,000 excl. VAT, reveals 3% unbilled hours, or EUR 315,000; she rebills a third through variations and newly tracked one-off jobs, EUR 105,000 a year. She also avoids the off-the-shelf subscription she would have paid at EUR 8 per cleaner per month, EUR 43,200 a year, against EUR 14,400 of maintenance. Net annual gain: about EUR 134,000. The project pays back in under 6 months, and the client portal helped her win a EUR 1.2 million a year hospital contract.
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FAQ
How much does custom janitorial software cost in 2026?
Between EUR 40,000 and 80,000 excl. VAT depending on sites, modules and interfaces. Maintenance and hosting then cost EUR 700 to 1,500 a month regardless of headcount.
Is geolocated clock-in GDPR compliant?
Yes if it is limited to shift start and end on site, with staff informed and employee representatives consulted. Continuous location tracking should be avoided and is not needed to verify hours.
Can we reuse our current inspection grids?
Yes, each client grid is configurable: areas, criteria, weightings and acceptance thresholds. EN 13549 serves as the base, and setting up a grid takes under an hour.
Does it handle staff transfers when we win a contract?
Yes, the scheduling module imports transferred staff with their contracts and hours. That saves 2 to 3 days of data entry at each contract start.
How long is the rollout?
Four to six months in total, with clock-in and scheduling live by week ten. Rollout happens in waves of 50 to 100 staff.
Let's scope your project. Share your headcount, number of sites and tender requirements: we will price a scope between EUR 40,000 and 80,000 with a 4 to 6 month plan. 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.
