The verdict in three sentences
For a network of 6 staffing branches placing 850 temporary workers a week, custom software costs EUR 120,000 to 250,000 in Berlin in 2026, depending on scope (assignments, AÜG-compliant contracts, mobile timesheets, payroll export). The main gain is time: around 8 hours per branch per week of manual re-entry removed, plus fewer payroll and billing errors. With maintenance around EUR 2,500 per month, the investment usually pays back in 20 to 30 months.
Why Berlin staffing agencies still re-key data
German temporary agency work is tightly regulated by the AÜG (Arbeitnehmerüberlassungsgesetz): a written leasing contract with the client before the assignment starts, the 18-month maximum assignment period, equal pay after 9 months, sector bonuses under the collective agreements, and the agency licence. Many regional networks run a market ERP for payroll but still collect timesheets on paper or by phone photo, then re-type them every Monday.
| Weekly task (per branch) | Current time | With custom software |
|---|---|---|
| Typing paper timesheets | 4 h 30 | 0 h 30 (mobile client approval) |
| Drafting and sending contracts | 2 h 00 | 0 h 20 (generation and e-signature) |
| Checking 18-month limit and equal-pay dates | 1 h 00 | automatic |
| Preparing payroll export | 1 h 30 | 0 h 15 |
| Chasing contract signatures | 1 h 00 | 0 h 10 (SMS reminders) |
| Total | 10 h 00 | about 1 h 15 |
Across 6 branches, that is close to 52 hours a week, more than one and a half full-time staff spent on re-entry.
Modules and 2026 prices
| Module | Budget range (EUR) | Duration |
|---|---|---|
| Assignment and worker management (CVs, certificates, availability) | 25,000 to 45,000 | 6 to 8 weeks |
| AÜG leasing contracts and worker contracts, e-signature | 20,000 to 40,000 | 4 to 6 weeks |
| Mobile timesheets (worker app and client approval) | 22,000 to 45,000 | 6 to 8 weeks |
| Compliance rules (18 months, equal pay, sector bonuses) | 15,000 to 35,000 | 4 to 5 weeks |
| Payroll and billing export (DATEV and others) | 15,000 to 30,000 | 3 to 4 weeks |
| Client portal | 13,000 to 30,000 | 4 to 5 weeks |
| Network dashboard (margin, time to fill) | 10,000 to 25,000 | 3 weeks |
| Total | EUR 120,000 to 250,000 | 6 to 9 months |
The range depends mostly on integrations and compliance depth: one payroll system and simple invoicing stay at the low end, several collective agreements and enterprise clients with their own vendor portals push it higher. Berlin developer day rates of EUR 750 to 1,100 explain the gap with French or nearshore pricing.
Custom or off-the-shelf staffing software
| Criterion | Off-the-shelf staffing software | Custom |
|---|---|---|
| Entry cost | EUR 8,000 to 25,000 setup | EUR 120,000 to 250,000 |
| Recurring cost | EUR 180 to 450 per user per month | maintenance EUR 2,500/month + hosting EUR 400/month |
| Annual cost for 30 users | EUR 65,000 to 162,000 | EUR 34,800 |
| Fit with your processes | limited | complete |
| Worker app in your brand | rarely | yes |
| Code and data ownership | no | yes |
With 30 users, off-the-shelf software often costs more over 3 to 4 years than custom. It remains the better option for 1 or 2 branches.
Mini case study
Julia runs a 6-branch staffing network in Berlin and Brandenburg (850 workers a week, logistics and construction). She invests EUR 180,000 in custom software.
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- Time saved: 8 h per branch per week, so 48 h, valued at EUR 42 fully loaded, EUR 2,016 a week, about EUR 96,800 a year over 48 weeks.
- Payroll errors and equal-pay disputes avoided: estimated EUR 12,000 a year.
- Recurring costs: EUR 2,900 a month, so EUR 34,800 a year.
- Annual net gain: 96,800 + 12,000 - 34,800, so EUR 74,000.
Payback: 180,000 / 74,000, about 29 months. A nearshore or remote team can bring the build closer to EUR 120,000 and payback under 20 months.
FAQ
Can AÜG leasing contracts be signed electronically?
Since the 2025 reform the written form requirement for the leasing contract has been eased to text form, which allows electronic signature workflows. Budget EUR 1 to 2 per envelope with a trust service provider.
Can the software track the 18-month limit and equal pay?
Yes, rule engines calculate assignment duration per worker and client and flag equal-pay dates in advance; this module costs EUR 15,000 to 35,000 depending on the number of collective agreements.
How long does staff training take?
Usually 2 half-days per branch plus a week of parallel running, so 3 to 4 weeks for the whole network.
What does maintenance at EUR 2,500 a month include?
Bug fixes, security updates, regulatory changes (rates, agreements) and about 12 hours of monthly enhancements.
Can we start with a single module?
Yes, mobile timesheets (EUR 22,000 to 45,000) are the best entry point: they deliver about half the time savings by month three.
Let's scope your project. Tell us your branch count, weekly workers and payroll system, and we will propose a phased scope, budget and schedule. 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.
