The verdict in three sentences
On mine sites, a contractor gets paid on verified machine hours and penalised on equipment availability. Without reliable time capture and a breakdown history per machine, every month-end becomes a negotiation with the mining client. Custom software at 150,000 to 300,000 CAD (2.5 to 4.5 billion GNF for a contractor in Conakry), offline and biometric, secures invoicing and targets 88% machine availability instead of 78%.
The modules that matter for a mining contractor
The operations director wants three things: undisputable hours, machines that run, and HSE reports ready for the client's audits.
| Module | Function | Expected impact (2026 order of magnitude) |
|---|---|---|
| Offline biometric time capture | Fingerprint or face on tablet, deferred sync | Disputed hours cut from 8% to under 1% |
| Engine hours per machine | Operator entry or telematics, hour meter | Client invoicing justified line by line |
| Breakdowns and maintenance | Work orders, parts, downtime | Availability from 78% to 88% |
| Parts and fuel stock | Consumption per machine, threshold alerts | 5 to 10% of fuel better tracked |
| HSE | Incidents, near misses, certifications, toolbox talks | Monthly reports ready in 1 day |
| Client invoicing | Approved timesheets, daily work records | Month-end close in 3 days instead of 10 |
| Dashboards | Availability, utilisation, cost per machine | Rent versus repair decisions |
Offline mode is not optional: coverage is weak in pits, on haul roads and at remote northern Ontario or Guinean sites. Tablets store time records and reports, then sync at camp.
What each option costs in 2026
| Option | Upfront cost | Annual cost | Lead time | Limits |
|---|---|---|---|---|
| Paper sheets and Excel | 0 CAD | 25,000 CAD of data entry | Immediate | Frequent disputes, no evidence |
| Biometric clocks only | 20,000 to 40,000 CAD | 5,000 CAD | 1 month | No link to equipment |
| Off-the-shelf CMMS | 30,000 to 60,000 CAD | 25,000 to 45,000 CAD licences | 3 months | No HR time capture, weak offline |
| Custom core (time, machines, breakdowns) | 150,000 to 200,000 CAD | 30,000 CAD maintenance | 5 months | HSE in phase 2 |
| Full custom (+ HSE, stock, invoicing) | 220,000 to 300,000 CAD | 40,000 to 55,000 CAD | 7 months | Telematics integration |
For reference, the same full scope built for a contractor in Conakry costs 3.5 to 4.5 billion GNF (about 370,000 to 480,000 EUR). Field hardware (rugged tablets, biometric readers, telematics units) is budgeted separately, around 25,000 to 50,000 CAD for 70 machines.
On-site rollout and success factors
The project runs 5 to 7 months: 4 weeks of on-site scoping with supervisors and the maintenance team, 12 to 18 weeks of development, then a one-month pilot on 15 machines before full rollout. The timesheet format must be agreed with the mining client from day one, since the client signs off the records. Operators need short training and an icon-based interface to limit entry errors.
Mini case study
Mr Camara, operations director of a 250-person contractor running 70 machines, bills an average of 140 CAD per machine hour. At 78% availability over 500 planned hours per machine per month, he bills 27,300 hours. At 86% availability he reaches 30,100 hours, 2,800 more hours and about 392,000 CAD of extra revenue per month. The full software at 260,000 CAD is covered in under a month of production at that level, before counting avoided penalties.
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FAQ
What budget should a mining contractor plan for custom software in 2026?
Budget 150,000 to 200,000 CAD for a core covering time, machines and breakdowns, and 220,000 to 300,000 CAD for a full version with HSE and invoicing. Field hardware comes on top, around 25,000 to 50,000 CAD.
Does biometric time capture work without network?
Yes, tablets record clock-ins offline for several days and sync at camp. Every entry is timestamped and linked to a machine or position.
Can engine hours be collected automatically?
Yes, if machines carry telematics units, hours are imported daily. Otherwise, operator entry with a photo of the hour meter stays over 95% reliable.
Do HSE reports meet the majors' requirements?
Forms are configured to your client's standard. The monthly report is produced in one day instead of four or five.
How long until first results?
Time capture and breakdown tracking can be live in 5 months. Availability gains become measurable 2 to 3 months after go-live.
Let's scope your project. Describe your fleet, headcount and your mining client's reporting requirements, and we will price a scope between 150,000 and 300,000 CAD with a 5 to 7 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.
