The verdict in three sentences
For a private security company in Libreville with more than 200 guards, Excel spreadsheets and paper logbooks cost more than software: every month, completed shifts never get billed and replacements get paid twice. Custom scheduling software costs between 10,000,000 and 25,000,000 FCFA (about 15,000 to 38,000 EUR) depending on the modules, with a 10 to 16 week rollout. The return on investment comes mainly from cutting unbilled hours by 5 to 10% and from proof of presence the client cannot dispute, thanks to QR code patrol checks.
What the software must cover in a Gabonese guarding company
The operations director juggles three constraints: client sites with very different hours (banks, oil sites in Port-Gentil, residences, shops), a large workforce with high absenteeism, and clients who demand proof of presence before paying. The software must therefore connect scheduling, field work and billing in one tool.
| Module | Key function | Indicative 2026 budget | Timeline |
|---|---|---|---|
| Shift scheduling | 12 h day and night cycles, replacement management, understaffing alerts | 3,000,000 to 6,000,000 FCFA | 3 to 4 weeks |
| Mobile clock-in | Geolocated shift start on Android smartphone, photo on arrival | 2,000,000 to 4,000,000 FCFA | 2 to 3 weeks |
| QR code patrols | Scanned checkpoints, timestamps, offline mode | 1,500,000 to 3,500,000 FCFA | 2 weeks |
| Digital logbook | Incidents with photos, instant transmission to the supervisor | 1,000,000 to 2,500,000 FCFA | 1 to 2 weeks |
| Shift billing | Actual hours per site, export to accounting, monthly client report | 2,000,000 to 5,000,000 FCFA | 3 weeks |
| Client portal | Clients view patrols and incidents | 1,500,000 to 4,000,000 FCFA | 2 weeks |
A core version (scheduling, clock-in, patrols, billing) sits around 10,000,000 to 14,000,000 FCFA. The full version with client portal, payroll and executive dashboard reaches 20,000,000 to 25,000,000 FCFA. These amounts are a 2026 order of magnitude for a West Africa based provider.
Off-the-shelf software or custom build
International guard management solutions exist, billed per guard per month. They are designed for Europe or North America: permanent connectivity, no local payroll, English interface, billing in euros or dollars.
| Criterion | International SaaS | Custom software |
|---|---|---|
| Cost for 400 guards | 4 to 8 EUR per guard per month, i.e. 12,600,000 to 25,000,000 FCFA per year | 10,000,000 to 25,000,000 FCFA once, then 150,000 to 400,000 FCFA per month maintenance |
| Offline mode | Partial | Full, syncs when the network returns |
| Gabonese labor rules and payroll | Not handled | Night premiums, Gabonese public holidays, CNSS built in |
| Billing in FCFA | Rarely | Native, with Gabon's 18% VAT |
| Data ownership | Hosted abroad | Server chosen by the company |
| Roadmap | Vendor's priorities | Your priorities |
Above 200 guards, the SaaS subscription exceeds the cost of a custom build from the second year. Below 100 guards, a well configured off-the-shelf tool is often enough.
Mini case study
Paul, operations director of a guarding company in Libreville, manages 420 guards across 130 sites. Each guard works about 26 twelve-hour shifts per month, i.e. 131,000 hours per month. The average billed rate is 1,500 FCFA per hour. Before the software, about 6% of hours actually worked (last-minute replacements, extensions, reinforcements) never reached the invoices: 7,860 hours, or 11,790,000 FCFA per month of lost revenue.
After deploying 16,000,000 FCFA software, mobile clock-in brings that gap down to 1.5%. The monthly gain reaches about 8,800,000 FCFA. The project pays for itself in under two months, not counting the 2 days of admin work saved at each month end by the billing team.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
FAQ
Do guards need a personal smartphone?
No, most companies equip guard posts with a shared Android phone at 60,000 to 90,000 FCFA. For 130 sites, plan for about 10,000,000 FCFA of hardware, usually paid back within a year.
What happens when the mobile network drops on a site?
The app stores clock-ins and patrol scans locally, then syncs as soon as connectivity returns. Tests on isolated sites show less than 1% data loss with this mode.
How much do patrol QR code tags cost?
A weatherproof QR tag costs 1,500 to 3,000 FCFA. An average site has 6 to 12 checkpoints, i.e. 20,000 to 35,000 FCFA per site.
Can the software connect to our payroll system?
Yes, validated hours export to Sage, a local payroll tool or a structured Excel file. This connector usually adds 1,000,000 to 2,500,000 FCFA to the budget.
How long does a full rollout take?
Count on 10 to 16 weeks, including a 2 week pilot on 10 to 15 sites. Training post supervisors takes half a day per group of 20 people.
Let's scope your project. Tell us your number of guards, sites and priority modules: we price a core version between 10,000,000 and 14,000,000 FCFA, delivered in 10 to 12 weeks. 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.
