The verdict in three sentences
For an independent agency managing 180 temporary workers on assignment every week, a custom application costing EUR 25,000 to 60,000 (about USD 27,000 to 65,000) becomes cheaper than specialized software billed EUR 2 to 4 per contract by year three. The real gain is cash flow: moving from an 8-day invoicing lag to 2 days typically frees more than EUR 140,000 of working capital. Custom makes sense when your construction and logistics clients impose timesheet and invoice formats that packaged tools handle poorly.
Where your agency's hours go
In an agency of this size, in Toronto as in Toulouse, the pattern is familiar: assignment agreements drafted from a Word template, paper timesheets signed on site, re-keyed on Monday, then a manual export to payroll. Every unreadable or incomplete timesheet delays the worker's pay and the client's invoice.
| Task | Monthly volume | Current time | Time with the app | Monthly gain |
|---|---|---|---|---|
| Timesheet data entry | 700 timesheets | 6 min each | 1 min (mobile approval) | 58 h |
| Drafting assignment agreements | 780 contracts | 8 min | 2 min (auto-generated) | 78 h |
| Chasing client signatures | 300 reminders | 4 min | 0 (e-signature) | 20 h |
| Checking premiums (night, Sunday, meal allowance) | 700 timesheets | 3 min | automatic calculation | 35 h |
| Preparing the payroll export | 4 cycles | 6 h | 30 min | 22 h |
| Hours disputes with clients | 25 cases | 45 min | 15 min (time-stamped proof) | 12 h |
All told, about 225 hours a month are absorbed by re-keying, more than one and a half full-time equivalents for an agency that often has 4 to 6 internal staff.
Specialized software or custom app: the 2026 numbers
Staffing software vendors bill by usage, usually EUR 2 to 4 per contract issued, plus a base subscription. Custom requires upfront investment but costs little per use. Here is the 2026 order of magnitude for 9,400 contracts a year (initial contracts and renewal amendments).
| Criterion | Specialized software | Custom application |
|---|---|---|
| Upfront cost | EUR 3,000 to 8,000 (setup, data migration) | EUR 25,000 to 60,000 |
| Cost per contract | EUR 2 to 4 | EUR 0 |
| Annual usage cost (9,400 contracts) | EUR 18,800 to 37,600 + EUR 4,800 subscription | Maintenance at 12 to 15% of the build: EUR 3,000 to 9,000 |
| 5-year total cost | EUR 121,000 to 220,000 | EUR 40,000 to 105,000 |
| Mobile timesheets | Often an add-on | Included, designed for job sites |
| Key account invoice formats | Standard | Custom (purchase orders, site codes) |
| Time to go live | 2 to 6 weeks | 10 to 16 weeks |
Packaged software remains the right choice below 3,000 contracts a year. Above that, and especially when clients require vendor portals or specific formats, a custom app pays for itself quickly.
The scope to define before asking for a quote
A serious staffing application covers four building blocks: the assignment agreement and worker contract with the mandatory legal clauses of your jurisdiction (in Ontario, the assignment information required by the Employment Standards Act), a legally valid e-signature, a smartphone timesheet approved by the site supervisor, and an export to your payroll and invoicing software. Statutory payroll filings stay in your existing payroll tool, which keeps the budget down.
| Building block | Indicative 2026 budget | Timeline |
|---|---|---|
| Auto-generated contracts and amendments | EUR 6,000 to 12,000 | 3 weeks |
| E-signature (API integration) | EUR 3,000 to 6,000 + EUR 0.50 to 1.50 per signature | 1 to 2 weeks |
| Mobile timesheets with client approval | EUR 8,000 to 18,000 | 4 weeks |
| Premium and allowance calculations | EUR 4,000 to 10,000 | 2 weeks |
| Payroll and invoicing export | EUR 4,000 to 14,000 | 2 to 3 weeks |
Mini case study
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Julien runs a construction and logistics staffing agency and bills about EUR 8.6 million a year (180 workers, 1,600 hours each per year, EUR 30 per billed hour). His invoices go out 8 days after the end of the week because timesheets are incomplete. With mobile timesheets approved on Friday, the invoice goes out on Tuesday: 6 days gained.
Calculation: EUR 8,600,000 / 365 days x 6 days = EUR 141,000 of cash freed, roughly EUR 5,600 of overdraft interest saved per year at 4%. Add 225 monthly hours of data entry avoided, valued at EUR 22 fully loaded per hour: EUR 59,400 a year. For a EUR 45,000 project, payback comes in under 10 months.
FAQ
How much does custom staffing agency software cost in 2026?
Budget EUR 25,000 to 60,000 depending on the number of modules, plus 12 to 15% a year for maintenance. A first working release (contracts and mobile timesheets) can start around EUR 20,000.
Is an electronic signature on an assignment contract valid?
Yes, an advanced electronic signature is legally binding in the EU under eIDAS and in Ontario under the Electronic Commerce Act. In France, the contract must reach the worker within 2 working days of the assignment start.
Do we need to replace our payroll software?
No, in 90% of cases the app exports a payroll variables file compatible with your existing tool. That avoids a costly migration and keeps statutory filings in proven software.
Will site supervisors really approve on mobile?
With 3-click approval and an SMS code, agencies see 85 to 95% of timesheets approved without reminders from the second month. Paper remains a fallback, photographed by the worker.
How long until go-live?
Plan 10 to 16 weeks for the full scope, with a pilot on 2 clients from week 6. Data can be hosted in Canada or the EU to meet PIPEDA or GDPR requirements.
Let's scope your project. Send us your contract volume, timesheet formats and payroll tool, and we will price a scope between EUR 25,000 and 60,000 with a 10 to 16 week 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.
