The verdict in three sentences
For a network of 5 staffing branches in Rotterdam placing 400 temporary workers a week, custom software costs EUR 50,000 to 110,000 in 2026, depending on payroll and client portal integrations. It brings timesheet collection down from 3 days to 1, automates worker registration and compliance checks, and frees 1.5 admin FTE for business development. Rollout takes 5 to 7 months, with a pilot in one branch.
The detailed budget
Staffing comes with heavy obligations: contracts issued before work starts, identity and right-to-work checks, collective agreement pay rules (in the Netherlands, the ABU or NBBU agreements), and timesheets approved by the client company. Indicative 2026 breakdown:
| Module | Scope | Budget (EUR) |
|---|---|---|
| Talent pool and matching | 6,000 candidates, skills, certificates, availability | 8,000 to 16,000 |
| Orders and assignments | Client orders, placement, assignment reasons | 8,000 to 17,000 |
| Contracts and signature | Assignment and client contracts, e-signature | 8,000 to 18,000 |
| Online timesheets | Worker or client entry, approval, overtime rates | 9,000 to 20,000 |
| Registration and compliance | Automatic filing, document checks, deadline alerts | 5,000 to 11,000 |
| Payroll preparation and invoicing | Variable export to payroll, client invoicing | 8,000 to 18,000 |
| Dashboards | Margin per client, hours, time to fill | 4,000 to 10,000 |
| Total | Scoping, development, migration, training | 50,000 to 110,000 |
Recurring: certified EU hosting (EUR 300 to 800 per month), e-signature (EUR 0.50 to 1.50 per contract) and maintenance at 15 to 20% per year. Staffing software packages often charge EUR 60 to 120 per user per month, or EUR 18,000 to 36,000 a year for 25 internal staff.
Measurable gains
2026 orders of magnitude for a network with 400 weekly placements, or about 20,000 timesheets a year:
| Indicator | Before | After 12 months | Effect |
|---|---|---|---|
| Timesheet collection | 3 days, paper and email | 1 day, online entry | Payroll closed 2 days earlier |
| Admin time | 5 FTE | 3.5 FTE | 1.5 FTE redeployed |
| Late registrations | 2 to 3% | Under 0.2% | Lower regulatory risk |
| Contracts signed within 48 h | 70% | 98% | Labour law compliance |
| Payroll errors | 4% of payslips | 1% | Fewer corrections and advances |
| Client invoicing delay | D+8 | D+2 | Better cash flow |
Unsigned or late contracts expose an agency to fines and disputes with workers. Automatic signature tracking directly protects the network.
Roadmap
| Phase | Duration | Key point |
|---|---|---|
| Multi-branch scoping | 4 weeks | Align practices across the 5 branches |
| Assignments and contracts development | 8 weeks | Contract templates approved by legal counsel |
| Timesheets and payroll | 6 weeks | Tests on 3 client collective agreements |
| Pilot in 1 branch | 4 weeks | 80 placements a week |
| Rollout | 3 weeks | Training for 25 internal staff |
Mini case study
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Karim runs a network of 5 staffing branches in Rotterdam, Schiedam and Dordrecht (400 workers placed a week, EUR 22 million in revenue) and invests EUR 85,000. The network redeploys 1.5 admin FTE at EUR 42,000 loaded cost per year, worth EUR 63,000. Invoicing at D+2 instead of D+8 frees about 6 days of revenue, or EUR 360,000 in cash. It also drops EUR 24,000 of annual licences. With EUR 87,000 of recurring annual gains, the software pays for itself in under 12 months.
FAQ
How much does custom staffing software cost in 2026?
Between EUR 50,000 and 110,000 for 5 branches and 400 placements a week. A first version limited to assignments, contracts and timesheets starts around EUR 35,000.
Can worker registration be automated?
Yes, filing is triggered as soon as the assignment is approved, with an alert if data is incomplete. Late registrations drop below 0.2%.
Do we need to change payroll software?
No, the software prepares the variables (hours, overtime, allowances, holiday pay) and exports them to your current payroll tool. This cuts payroll errors from 4% to about 1%.
Can client companies approve hours online?
Yes, a client portal lets them approve timesheets in a few clicks. Collection drops from 3 days to 1.
Is the data GDPR compliant?
Yes, with EU hosting, configured retention periods and access rights per branch. A processing register is delivered with the software.
Let's scope your project. Tell us your number of branches, weekly placements and payroll tool, and we will price a scope between EUR 50,000 and 110,000 with a 4-week pilot. 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.
