The verdict in three sentences
A network of 5 staffing agencies in Dublin issuing 400 assignment contracts a week loses hundreds of hours a year to data entry, signature chasing and payroll corrections. Custom staffing software costs around EUR 40,000 to 100,000 (2026 ballpark) and takes 4 to 6 months, with e-signatures, mobile timesheets and a payroll interface. The most visible gain for your temporary workers is pay brought forward from day 10 to day 3, which directly improves retention and fill rates.
Daily life in a Dublin staffing network
Between pharma and medtech plants, logistics hubs around the M50, hospitality, healthcare and construction, Dublin agencies handle high volumes on tight deadlines. A client order often arrives the evening before the shift. Under the Protection of Employees (Temporary Agency Work) Act 2012, agency workers are entitled to equal treatment on pay, working time and rest periods compared with direct hires, so each assignment needs accurate pay rates and terms from day one. The Terms of Employment (Information) Act also requires core terms in writing within 5 days.
Many networks still run on an ageing agency system, spreadsheets for rosters and paper timesheets sent as phone photos. The result is wrong hourly rates, missed overtime premiums and late pay.
Key functions to expect:
- Contract generation from the client order, with the correct comparator pay rate and terms.
- E-signatures for both client and worker, time-stamped and archived.
- Mobile timesheets approved by the client on a smartphone, with Sunday and overtime premiums calculated automatically.
- Payroll interface to your payroll software and Revenue PAYE Modernisation submissions.
- Compliance tracking: right-to-work documents, Garda vetting where required, safety training.
Off-the-shelf staffing software or custom build
| Criterion | Off-the-shelf staffing software | Custom software |
|---|---|---|
| Setup cost | EUR 5,000 to 15,000 | EUR 40,000 to 100,000 |
| Recurring cost | EUR 1.50 to 3 per contract or EUR 150 to 300 per user per month | Maintenance and hosting, quoted |
| For 400 contracts a week | EUR 31,000 to 62,000 a year | No per-contract fee |
| Mobile timesheets | Optional module | Included, built around your clients |
| Worker pay delay | Day 7 to day 10 | Day 3 targeted |
| Rule customisation | Limited to settings | Full (sector agreements, client terms) |
| Time to go live | 1 to 3 months | 4 to 6 months |
The per-contract fee is what tips the decision. At 20,800 contracts a year, every euro charged per contract adds EUR 20,800 to your annual bill.
Budget and schedule of a custom project
| Work package | Duration | 2026 ballpark (EUR) |
|---|---|---|
| Discovery, contract rules, sector agreements | 3 weeks | 4,000 to 8,000 |
| Client orders and contract generation | 5 weeks | 9,000 to 22,000 |
| E-signature and archiving | 2 weeks | 4,000 to 9,000 |
| Mobile timesheet app | 5 weeks | 9,000 to 23,000 |
| Payroll interface, Revenue submissions, client invoicing | 4 weeks | 8,000 to 22,000 |
| Data migration, testing, training for 5 branches | 3 weeks | 6,000 to 16,000 |
Advanced e-signatures cost an extra EUR 0.50 to 1.50 per envelope with market providers. For 400 contracts a week with two signatures each, budget EUR 10,000 to 30,000 a year, negotiable on volume.
Mini case study
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Ciaran runs 5 staffing branches across Dublin and Swords. His recruiters spend 12 minutes per contract on data entry, printing, scanning and signature reminders. At 400 contracts a week that is 80 hours a week. The software brings this down to 3 minutes, saving 60 hours a week and 2,820 hours over 47 weeks. At a loaded hourly cost of EUR 34, savings reach EUR 95,880 a year. Add the removal of a EUR 2 per-contract fee, or EUR 41,600 a year, and an EUR 85,000 project pays back in under 8 months. Paying workers on day 3 also cut last-minute no-shows, a gain Ciaran had not priced in at the start.
FAQ
How much does custom staffing software cost for 5 branches?
The 2026 ballpark is EUR 40,000 to 100,000 depending on integrations and payroll rule complexity. The mobile timesheet app and the payroll interface often make up 45 % of the budget.
Are e-signed assignment contracts valid in Ireland?
Yes, the Electronic Commerce Act 2000 and the EU eIDAS regulation recognise electronic signatures for employment documents. Keep the time-stamp and archive, and send core terms within 5 days.
How do we move worker pay from day 10 to day 3?
The gain comes from client timesheet approval on mobile at the end of the week and an automatic export to payroll. With no re-keying, pay can run on Wednesday instead of the following Friday.
Can the software connect to our current payroll system?
Yes, most Irish payroll tools accept variable imports by file or API. Plan 2 to 4 weeks of testing across at least 2 full pay cycles.
How long to roll out all 5 branches?
Allow 4 to 6 months in total, with a 3 to 4 week pilot in 1 branch before full rollout. The pilot avoids blocking 400 weekly contracts if a rule is misconfigured.
Let's scope your project. We will define contract rules, the payroll interface and a branch-by-branch rollout with you. 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.
