The verdict in three sentences
For an Amsterdam staffing agency managing 250 temporary workers placed every week, market software costs EUR 300 to 900 per month, a custom tool EUR 45,000 to 95,000 excluding VAT. Custom makes sense when your clients (logistics, hospitality, construction, food processing) impose timesheet rules and allowances that standard tools handle poorly. The measurable gain is about 10 admin hours per week and fewer payroll errors.
Market staffing software or custom: 2026 comparison
An independent agency processes assignment contracts, amendments, timesheets, weekly payroll, client invoicing and payroll tax filings every week. Each error means a correction, a dispute or a penalty, and the Dutch CAO rules for temporary work add complexity.
| Criterion | Staffing SaaS | Custom software |
|---|---|---|
| Upfront cost | EUR 1,500 to 6,000 (setup, migration) | EUR 45,000 to 95,000 |
| Recurring cost | EUR 300 to 900 per month | EUR 600 to 1,500 per month (hosting, maintenance) |
| 5-year cost | EUR 19,500 to 60,000 | EUR 81,000 to 185,000 |
| E-signed contracts | Often included | Included, flow tailored to your clients |
| Mobile timesheets | Standard form | Supervisor approval, optional geolocation |
| Allowance rules per client | Limited settings | Free rules, client-specific premiums |
| Payroll export and tax filing | Standard connectors | Connector to your payroll software |
SaaS remains the right choice for agencies with under 80 placements. Above 200, with clients that have specific rules, custom pays for itself through time saved and errors avoided.
Modules and budget of custom staffing software
Order of magnitude for 2026, for an agency with 1 to 3 offices.
| Module | Function | Indicative budget excl. VAT |
|---|---|---|
| Candidate pool | CVs, certifications, availability, matching | EUR 7,000 to 14,000 |
| Assignment contracts | Generation, e-signature, amendments, legal deadlines | EUR 8,000 to 16,000 |
| Mobile timesheets | Worker entry, client approval, alerts | EUR 8,000 to 18,000 |
| Payroll and allowances | Overtime, night, Sunday, CAO phases | EUR 9,000 to 20,000 |
| Payroll export and filing | Connector to payroll software, checks | EUR 5,000 to 12,000 |
| Client invoicing | Markups, approved timesheets, automatic invoices | EUR 5,000 to 10,000 |
| Dashboards | Margin per client, placements, hours, revenue | EUR 3,000 to 5,000 |
A first phase at EUR 45,000 covers contracts, timesheets, allowances and payroll export. Advanced candidate matching comes in a second phase.
Admin time saved, in numbers
| Weekly task | Before | After |
|---|---|---|
| Keying paper timesheets | 5 hours | 1 hour |
| Preparing and sending contracts | 4 hours | 1.5 hours |
| Checking allowances | 3 hours | 0.5 hour |
| Chasing clients for approval | 2 hours | 1 hour |
| Total admin | 14 hours | 4 hours |
| Payroll errors per month | 6 to 10 | 1 to 2 |
Mini case study
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Lotte runs an independent staffing agency in Amsterdam that places 250 workers a week in logistics and hospitality. Her team spends 14 hours a week on admin, at a loaded cost of EUR 38 per hour. She invests EUR 62,000 in custom software, plus EUR 900 per month. The 10 hours saved are worth EUR 19,760 per year, and fewer payroll errors avoid about EUR 9,000 in corrections and credit notes. Above all, the freed time goes into sales: 2 new clients with 15 placements each add over EUR 60,000 in annual gross margin. Payback comes in 12 to 14 months.
FAQ
How much does custom staffing software cost in Amsterdam?
Budget EUR 45,000 to 95,000 excluding VAT depending on modules, then EUR 600 to 1,500 per month. A functional first phase starts around EUR 45,000.
Are e-signed assignment contracts legally valid?
Yes, an eIDAS-compliant electronic signature is valid across the EU. The software timestamps each send so you can prove when the contract reached the worker.
Does the software handle payroll tax filing?
It prepares the data and sends it to your payroll software, which files with the tax authority. The connector costs EUR 5,000 to 12,000 depending on your payroll tool.
Do workers enter their hours on their phones?
Yes, through an app or web link, then the client supervisor approves in one click. Approval time often drops from 3 days to under 24 hours.
How long until go-live?
Plan 4 to 6 months, with a gradual rollout client by client. Migrating existing workers and clients takes 2 to 3 weeks.
Let's scope your project. Tell us your weekly placements, client sectors and payroll software: we will price a tool between EUR 45,000 and 95,000, delivered in 4 to 6 months. 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.
