The verdict in three sentences
A network of 4 staffing branches in Dublin pays in 2026 roughly 100 to 200 EUR per seat per month for a platform such as Bullhorn or a comparable staffing suite (estimate depending on edition and add-ons), and often still re-keys paper or PDF timesheets at 2 to 5 minutes each. A custom tool linking client orders, assignment contracts, Revenue registration, mobile timesheets and payroll export costs between 6,100 and 22,870 EUR excl. VAT, with a 3 to 5 month timeline. Above 200 timesheets a week, re-keying costs more than the licence itself.
Where time and money go in a staffing agency
An assignment goes through four regulated steps, and every break between tools creates re-keying or compliance risk. Here are the obligations and potential gains.
| Step | 2026 obligation | Typical re-keying | Gain with an integrated tool |
|---|---|---|---|
| Client order | Agency agreement with hirer, equal treatment under the Agency Work Act | Order copied into the system | Order entered once, reused everywhere |
| Assignment contract | Core terms given within 5 days of starting work | Manual generation, paper signature | Contract generated and e-signed in 5 minutes |
| Employee registration | Revenue employment registration before first pay | Manual entry in ROS | Data pushed from the contract to payroll |
| Timesheet | Approval by the hirer | 2 to 5 minutes per paper or PDF timesheet | Mobile timesheet approved by the client, zero re-keying |
| Payroll and billing | Holiday pay, premiums, real-time PAYE via payroll software | Double entry for payroll and client invoice | Payroll export and invoice from the same timesheet |
| End of assignment | Final payslip, references | Documents prepared by hand | Documents generated in batch |
The timesheet is the most expensive step: it drives the contractor's pay, the client invoice and premiums (overtime, nights, Sundays).
Bullhorn-type platform or custom tool: the cost comparison
Staffing suites cover the recruitment cycle well but adapt poorly to network-specific practices (industrial clients with portals, 24/7 logistics shifts, construction with travel allowances). 2026 orders of magnitude for 16 seats.
| Item | Bullhorn-type staffing platform | Kolonell custom tool |
|---|---|---|
| Licence or development | About 100 to 200 EUR per seat per month | 6,100 to 22,870 EUR excl. VAT (one-off) |
| Timesheet app for contractors and clients | Add-on module or third party | Included, one-click client approval |
| Contract e-signature | 1 to 3 EUR per contract | Integrated via a provider, pay per use |
| Payroll export | Via marketplace connectors | Export to your payroll software |
| Maintenance | Included | 35,000 to 120,000 FCFA per month (50 to 180 EUR) |
| Timeline | 1 to 3 months | 3 to 5 months |
| 3-year cumulative cost (16 seats) | 57,600 to 115,200 EUR | 8,000 to 29,400 EUR |
A single 3-seat agency has little reason to build its own tool. Custom makes sense for a network above 10 seats or one handling clients with specific billing rules.
Scoping the project in two phases
A first phase at 6,100 to 10,670 EUR excl. VAT (4 to 7 M FCFA) covers orders, contracts, registration data, mobile timesheets and payroll export. A second phase, reaching 10,670 to 22,870 EUR excl. VAT, adds a client portal, skills and certifications (Safe Pass, manual handling), multi-branch scheduling and margin dashboards per client. Require from the start EU hosting, retention of signed contracts and a change log on timesheets, useful during a WRC inspection.
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Siobhan runs a network of 4 branches across Dublin with 16 seats and 350 contractors on assignment every week. At 4 minutes per timesheet, re-keying takes 350 x 4 = 1,400 minutes, or 23 hours a week and about 1,100 hours over 47 weeks. At a loaded cost of 30 EUR an hour, that is 33,000 EUR a year, on top of a licence of 16 x 150 x 12 = 28,800 EUR. A custom tool at 18,290 EUR excl. VAT (12 M FCFA) with Premium maintenance at 180 EUR a month costs 18,290 + 6,480 = 24,770 EUR over 3 years, against 86,400 EUR in licences over the same period, before counting the re-keying hours removed. This calculation remains an estimate to validate against your real volumes.
FAQ
How much does staffing agency software cost in 2026?
Platforms such as Bullhorn cost roughly 100 to 200 EUR per seat per month depending on edition. A Kolonell custom tool costs 6,100 to 22,870 EUR excl. VAT depending on scope, then 50 to 180 EUR a month for maintenance.
Can the tool feed payroll registration automatically?
Yes, employee data from the assignment contract can be pushed to your payroll software before first pay. Confirmations are archived in the contractor's file.
Do we have to change payroll software?
No, the tool exports variable items (hours, premiums, holiday pay) to your current payroll software, which keeps handling real-time PAYE reporting. The export format is defined during scoping.
How much time is saved on timesheets?
The 2 to 5 minutes of re-keying per timesheet disappear when the client approves hours on mobile. For 350 timesheets a week, the order of magnitude is 15 to 25 hours saved every week.
What timeline for a 4-branch network?
Allow 3 to 5 months, including 3 to 4 weeks of testing in a pilot branch. Roll-out to the other branches then takes 2 to 3 weeks.
Let's scope your project. Tell us your number of branches, seats and weekly timesheets to get a quote between 6,100 and 22,870 EUR excl. VAT and a 3 to 5 month plan through our free quote form. 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.
