The verdict in three sentences
With 1,100 temps a month and 70 client companies, every day of invoicing delay ties up cash: a 10-day lag represents roughly CAD 1.3 million of extra receivables. Custom software at CAD 90,000 to 160,000, with client-approved mobile timesheets and payroll aligned with Ontario employment standards, brings invoicing down to day 2. Allow 14 weeks of development and maintenance of CAD 1,800 to 3,200 per month.
Where the agency loses money today
The typical paper circuit: the worker fills a timesheet, the client's supervisor signs it, it comes back by photo or email, then a coordinator rekeys it into a spreadsheet before payroll and invoicing.
| Friction point | Current situation | Estimated 2026 impact |
|---|---|---|
| Timesheet rekeying | 1,100 sheets a month, 3 coordinators | CAD 15,500 in salaries per month |
| Invoicing delay | day 10 after period end | about CAD 1.3 million of extra receivables |
| Keying errors (overtime, shifts) | 3 to 5 % of sheets | client disputes, credit notes, CAD 9,000 per month |
| Client hour disputes | 40 to 60 per month | payment delays of 15 to 30 days |
| CPP, EI, WSIB remittances | manual consolidation | risk of late penalties |
Direct cost exceeds CAD 24,000 per month, before counting the cost of tied-up cash, which often weighs more.
What the software does, module by module
| Module | Function | Indicative budget |
|---|---|---|
| Assignments and contracts | client agreements, assignment terms, change orders | CAD 16,000 to 27,000 |
| Mobile timesheets | worker entry, one-tap client approval, offline mode | CAD 18,000 to 31,000 |
| Payroll engine | overtime after 44 hours at 1.5x, shift premiums, 4 % vacation pay, CPP, EI, WSIB | CAD 22,000 to 40,000 |
| Automated invoicing | markup per client, grouped invoices, reminders | CAD 13,000 to 25,000 |
| Worker payments | bulk direct deposit | CAD 7,000 to 13,000 |
| Client portal and dashboard | hours used, invoices, workers on assignment | CAD 14,000 to 24,000 |
| Total | CAD 90,000 to 160,000 |
The payroll engine is the core: it must apply Ontario Employment Standards Act rules for temporary help agencies (overtime threshold, public holiday pay, vacation pay) and produce output your accountant can use. Parameters are validated with your payroll advisor before go-live.
Custom or off-the-shelf staffing software
| Criterion | Off-the-shelf staffing platform | Custom build |
|---|---|---|
| Upfront cost | CAD 5,000 to 15,000 | CAD 90,000 to 160,000 |
| Subscription | CAD 4 to 9 per active worker per month, CAD 53,000 to 119,000 a year | maintenance CAD 21,600 to 38,400 a year |
| Payroll rules | standard, sometimes via a third-party payroll provider | built to your contracts |
| Client-specific workflows | limited | unlimited |
| Offline mode on site | rarely | yes |
| Timeline | 2 months of configuration | 14 weeks |
Over three years, off-the-shelf costs CAD 164,000 to 372,000. Custom comes to CAD 155,000 to 275,000, code included.
Mini case study
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Marcus, owner of a staffing agency in Toronto (1,100 temps, 70 clients in construction, logistics and manufacturing), invests CAD 125,000 plus CAD 2,500 per month of maintenance. After four months: invoicing on day 2 instead of day 10, two coordinators moved to recruiting, hour disputes cut by two thirds. Direct gain: CAD 10,300 of reassigned salaries plus CAD 6,000 of avoided credit notes, CAD 16,300 per month. The software pays back in about 9 months, before counting 8 days of recovered cash.
FAQ
Can workers without smartphones use the system?
Yes: the client supervisor enters hours for the whole crew on a tablet, or the worker confirms by SMS. In 2026, over 90 % of Toronto temps have a smartphone.
Is the payroll calculation legally reliable?
The engine is configured with your accountant or payroll advisor, then run in parallel with three months of real payrolls. Rates can be changed without development when regulations change.
Can we connect to our existing payroll provider?
Yes, by exporting validated hours to your provider through file or API, which cuts the payroll module budget by roughly 40 %.
How long does team training take?
Two half days for coordinators and a 5-minute video tutorial for clients. Rollout runs client by client over 4 to 6 weeks.
What does maintenance at CAD 1,800 to 3,200 per month cover?
Hosting in Canada, backups, fixes, statutory rate updates and about 6 to 10 hours of monthly improvements.
Let's scope your project. Tell us your worker volume, client sectors and current payroll circuit: we will price software between CAD 90,000 and 160,000 delivered in 14 weeks. 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.
