The verdict in three sentences
For a Toronto security guard company with 320 guards and 85 client sites, custom scheduling and patrol software costs, as a 2026 order of magnitude, CAD 55,000 to 105,000 and rolls out in 4 to 5 months. The return comes mostly from unbilled overtime, which drops by 40 % when every shift is tied to a client contract and checked before the schedule is published. The real risk is not technical: it is sending a guard to site whose Ontario security guard licence has expired.
The modules and their price
A scheduler running 320 guards on spreadsheets spends 2 to 3 days a month rebuilding schedules after every call-out. Errors surface at payroll, too late: missed rest periods, forgotten night premiums, shifts worked but never billed back to the client.
| Module | Core version | Full version |
|---|---|---|
| Scheduling by site and post, Employment Standards Act and union agreement rules | CAD 12,500 | CAD 21,000 |
| Guard file: PSISA licence, first aid, site certifications, alerts 90 days before expiry | CAD 5,500 | CAD 10,000 |
| Guard app: schedule, shift swaps, geofenced clock-in | CAD 9,500 | CAD 18,000 |
| Electronic daily activity report and photo incident reports | CAD 7,000 | CAD 12,500 |
| QR or NFC patrol tours, missed-tour alerts | CAD 5,500 | CAD 11,000 |
| Payroll prep (overtime after 44 hours, statutory holidays) and payroll export | CAD 7,000 | CAD 14,000 |
| Client portal: reports, activity logs, billable hours | CAD 4,000 | CAD 8,500 |
| Testing, data migration, training | CAD 4,000 | CAD 10,000 |
| Total | CAD 55,000 | CAD 105,000 |
The golden rule: the software must refuse to assign a guard without a valid licence, rather than just showing a warning. The Ontario Private Security and Investigative Services Branch inspects, and a company caught out faces penalties and licence action.
Off-the-shelf or custom
| Criterion | Security workforce SaaS | Spreadsheet and messaging | Custom software |
|---|---|---|---|
| 2026 upfront cost (order of magnitude) | CAD 4,000 to 11,000 | CAD 0 | CAD 55,000 to 105,000 |
| Annual cost for 320 guards | CAD 17,000 to 35,000 (CAD 4.5 to 9 per guard per month) | Scheduler time | CAD 7,000 to 14,000 maintenance |
| Labour and union rules | Standard | Manual | Configured to your agreements |
| Blocking licence check | Varies | No | Yes |
| Link between shift and client billing | Partial | No | Yes, per contract |
| Setup time | 1 to 2 months | Immediate | 4 to 5 months |
Specialized SaaS is the right choice below 100 guards. Beyond that, and as soon as client contracts carry different rates by time of day, custom software pays for itself through recovered billing.
At Kolonell, a custom business application ranges from 4,000,000 to 7,000,000 FCFA (EUR 6,100 to 10,670) for medium complexity, and from 7,000,000 to 15,000,000 FCFA (EUR 10,670 to 22,870) and up for complex software with payroll and a mobile app. Monthly maintenance runs from 35,000 to 120,000 FCFA (EUR 50 to 180).
The metrics to track from month one
| Metric | Before (spreadsheet) | Target at 6 months |
|---|---|---|
| Unbilled overtime | 600 h per month | 360 h per month (-40 %) |
| Time to build the monthly schedule | 2.5 days | 0.5 day |
| Guards with expired licence assigned | 2 to 3 per year | 0 |
| Missed patrol tours detected | When the client complains | In real time |
| Time to deliver activity reports to client | 7 days | Immediate |
Mini case study
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Jason, operations director of a hypothetical security company in Toronto, sees 600 overtime hours a month, half of which are never billed back. At an average bill rate of CAD 38 per hour, 300 lost hours mean CAD 11,400 a month. A 40 % reduction in unbilled hours recovers 120 hours, that is CAD 4,560 a month and CAD 54,720 a year. Add 2 scheduler days saved each month, about CAD 8,000 a year. On a CAD 85,000 budget, payback comes in about 16 months.
FAQ
How much does scheduling software for a security company cost in 2026?
As a 2026 order of magnitude, plan CAD 55,000 to 105,000 for custom software covering scheduling, activity reports, patrols and payroll prep. Specialized SaaS runs CAD 4.5 to 9 per guard per month.
Can the software block a guard without a valid licence?
Yes, the licence expiry date is checked at every assignment. An alert goes out 90 days before expiry to leave time for renewal.
Are labour rules taken into account?
Rest periods, overtime after 44 hours, statutory holidays and union premiums are configured to your agreements. The schedule is checked before publication, not after payroll.
How does a QR patrol tour work?
The guard scans checkpoints with a phone, and every scan is time-stamped. A tour missed by more than 15 minutes triggers an alert at the control room.
What rollout time should we plan?
Plan 4 to 5 months, including a 4-week pilot on 10 sites. Migrating the guard file and client contracts alone takes 2 to 3 weeks.
Let's scope your project. Tell us your number of guards, sites and your payroll system: we will price the scope, give an indicative budget and a 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.
