The verdict in three sentences
Beyond 600 temporary workers on assignment, spreadsheets cost more than software: payroll errors, late client invoices and 3 days of month-end close every month. Custom software covering assignment contracts, mobile timesheets, payroll with CPP, EI and income tax withholding and invoicing can be built for 12,200 to 24,400 EUR in 4 months. Generic payroll tools handle staffing logic poorly (worker placement, bill rate markup, per-client reporting), hence the value of a tool built for your agency.
Staffing agency software budget in 2026
2026 order of magnitude for an agency with 600 temporary workers and 40 client companies in the Greater Toronto Area (scope built by Kolonell; local Canadian firms typically quote 2 to 3 times more):
| Module | Essential version | Full version |
|---|---|---|
| Worker records and files (documents, skills) | 1,830 EUR | 3,050 EUR |
| Assignment contracts and amendments | 1,980 EUR | 3,810 EUR |
| Mobile timesheets (supervisor, client) | 2,290 EUR | 4,570 EUR |
| Payroll: CPP, EI, income tax, bonuses, overtime | 3,050 EUR | 6,100 EUR |
| Client invoicing with markup | 1,830 EUR | 3,810 EUR |
| Direct deposit export, dashboard | 1,220 EUR | 3,050 EUR |
| Total project | 12,200 EUR | 24,390 EUR |
Add 90 to 230 EUR a month for hosting and maintenance of 15% of the project per year, essential to keep up with annual changes to CPP, EI and tax tables.
Spreadsheets versus software: the hidden cost of month-end close
With 600 workers across 40 clients, month-end close ties up 3 people for several days. Measurements from comparable agencies:
| Monthly task | On spreadsheets | With software | Gain |
|---|---|---|---|
| Timesheet collection | 2 days | Real time via mobile | 2 days |
| Payroll and deductions calculation | 1.5 days | 3 hours | 1 day |
| Invoicing 40 clients | 1 day | 2 hours | 0.75 day |
| Payroll errors corrected | 35 a month | 5 a month | -85% |
| Invoice dispatch delay | D+8 | D+2 | 6 days of cash flow |
| Government remittances and reports | 1 day | Automatic generation | 0.75 day |
In total, the agency saves about 3 days of close per month. Above all, invoicing at D+2 instead of D+8 speeds up collections on monthly revenue that often exceeds 230,000 EUR.
Legal and payroll points to include in the specification
| Requirement | What the software must do | Risk if missing |
|---|---|---|
| Assignment terms under the Ontario Employment Standards Act | Templates with client, duration and rate | Disputes and penalties |
| CPP and EI deductions | Automatic employee and employer share | Late remittance penalties |
| 2026 income tax tables | Configurable table, annual update | CRA reassessment |
| Overtime and premiums | Rates by day, night, holiday | Worker disputes |
| Timesheet approval trail | Client signature on mobile | Invoice disputes |
| Bulk salary payment | Direct deposit file for all workers | Delays on payday |
Paying all workers through a single direct deposit file is one of the most valued features: no more manual transfers or cheques.
Mini case study
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Michael, CEO of a staffing agency in Toronto (600 workers, 40 clients), invests 19,000 EUR in custom software. He saves 3 days of close per month for 3 people, about 4,500 EUR a month of staff time (54,000 EUR a year). Payroll errors drop from 35 to 5 a month, avoiding about 6,000 EUR a year in corrections and disputes. Total gain: 60,000 EUR a year, for a payback in about 4 months, before counting the cash freed by faster invoicing.
FAQ
How much does staffing agency software cost in Toronto?
Custom software with payroll costs between 12,200 and 24,400 EUR depending on modules. Hosting adds 90 to 230 EUR a month.
Does the software calculate CPP, EI and income tax?
Yes, rates and tables are configurable and updated every year as part of maintenance. Remittance reports are generated automatically from pay stubs.
Can workers log hours on mobile?
Timesheets are entered on a smartphone by the supervisor or client, with signed approval. Collection goes from 2 days to real-time tracking.
How are workers paid?
The software produces a bulk direct deposit file for all 600 workers. Bank fees for bulk payments usually stay below 0.50 EUR per transfer.
How long until we are operational?
Allow 4 months, including 3 weeks of data migration and one payroll run in parallel with spreadsheets. Full switchover happens on the second payroll month.
Let's scope your project. We scope your staffing software (contracts, timesheets, payroll, invoicing) with an indicative budget of 12,200 to 24,400 EUR and a 4-month timeline. 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.
