The verdict in three sentences
For a staffing agency handling 250 temporary workers per week, a custom-built platform costs between EUR 40,000 and 90,000 excl. VAT depending on scope. The gains come mainly from digital timesheets, e-signed assignment contracts and automatic hiring declarations, which together cut payroll processing time by around 40%. Plan 4 to 6 months, with a phased rollout so Friday payroll is never blocked.
What the software must cover, and what each module costs
A mid-sized staffing agency in a Franco-German market like Berlin or Strasbourg juggles three high-frequency flows: client orders, assignment contracts and timesheets. Every week, 250 workers mean roughly 250 contracts or amendments, as many timesheets to approve and a payroll that must go out error-free, with local rules such as regional public holidays and specific health insurance schemes.
| Module | Key function | Indicative 2026 budget (excl. VAT) | Measurable gain |
|---|---|---|---|
| Order management and matching | Search by skills, certifications, forklift licences, distance | EUR 8,000 to 15,000 | Placement time cut by 30% |
| Online assignment contracts | Generation, e-signature, amendments | EUR 6,000 to 12,000 | Contract signed in under 2 h |
| Automatic hiring declaration | Filing with the social security body for each new hire | EUR 3,000 to 6,000 | Zero missed declarations |
| Worker app (iOS and Android) | Assignments, availability, documents, pay advances | EUR 10,000 to 22,000 | 70% of exchanges without a phone call |
| Digital timesheets | Mobile entry, client approval, overtime premiums | EUR 6,000 to 14,000 | No more paper re-keying |
| Payroll preparation and invoicing | Export to payroll software, client invoices | EUR 7,000 to 21,000 | Payroll processed 40% faster |
A core scope (orders, contracts, declarations, timesheets, payroll export) runs at about EUR 40,000 to 55,000 excl. VAT. A native worker app, built-in invoicing and a full client portal push the budget to EUR 75,000 to 90,000 excl. VAT.
Custom build or off-the-shelf: the numbers
Specialist staffing software vendors usually charge per user or per contract. For a mid-sized agency, the difference shows over five years.
| Criterion | Staffing SaaS | Custom software |
|---|---|---|
| Upfront cost | EUR 5,000 to 15,000 setup | EUR 40,000 to 90,000 excl. VAT |
| Annual cost | EUR 18,000 to 35,000 subscription (2026 order of magnitude) | EUR 6,000 to 12,000 maintenance and hosting |
| 5-year total cost | EUR 95,000 to 190,000 | EUR 70,000 to 150,000 |
| Fit with regional labour rules | Depends on vendor | Built in from day one |
| Ownership of data and code | No | Yes |
| Time to go live | 1 to 3 months | 4 to 6 months |
| Integration with your existing payroll tool | Standard connectors | Dedicated connector |
Off-the-shelf software still makes sense for a new agency. Above 150 to 200 active workers per week, custom usually becomes cheaper and, above all, better aligned with your approval workflows.
Typical 4 to 6 month project plan
The project is split into phases so payroll keeps running during the transition. Month 1: workshops with recruiters and the payroll manager, mapping the 15 to 20 real overtime and premium cases. Months 2 and 3: orders, online contracts and declarations, released first. Month 4: mobile timesheets and approval by client companies. Months 5 and 6: worker app, payroll export and invoicing, with two payroll runs in parallel with the old system before cut-over.
Mini case study
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Nathalie runs a staffing agency in Strasbourg focused on logistics and manufacturing. Her 3 payroll officers each spend about 22 hours a week on timesheets and payroll preparation. With a 40% reduction, the team recovers 3 × 22 × 0.4 = 26.4 hours per week, about 1,200 hours a year. At EUR 32 per loaded hour, that is EUR 38,400 per year. Add the end of overtime errors (estimated at 0.5% of EUR 4 million in billed payroll, or EUR 20,000). For a EUR 65,000 project, payback arrives in 13 to 14 months. A Berlin agency with similar volumes would see comparable figures.
FAQ
How much does custom staffing agency software cost in 2026?
Expect EUR 40,000 to 90,000 excl. VAT depending on modules. A core of orders, contracts, declarations and timesheets starts around EUR 40,000, and a native worker app adds EUR 10,000 to 22,000.
Does it replace our payroll software?
Not necessarily. In 80% of projects the existing payroll tool stays and receives clean, approved variables. This avoids a risky migration and saves about EUR 15,000.
Are e-signed assignment contracts legally valid?
Yes, simple or advanced e-signatures are accepted for assignment contracts in France and Germany, provided legal transmission deadlines are met (2 working days in France). The software timestamps every dispatch and signature.
How are regional labour rules handled?
Regional public holidays and local insurance schemes are configured at design stage. Premiums are calculated automatically, which removes manual end-of-week corrections.
How long until we are operational?
The first modules (contracts and declarations) go live after 10 to 12 weeks. The full project takes 4 to 6 months, with two payroll runs in parallel before final cut-over.
Let's scope your project. Send us your weekly volume, priority modules and current payroll tool, and we will price a scope between EUR 40,000 and 90,000 excl. VAT with a 4 to 6 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.
