The verdict in three sentences
For a Dublin staffing agency with several branches and 700 temporary workers a week, off-the-shelf software is enough as long as clients accept standard timesheets. Once digital timesheets, fast invoicing and key account rules become your competitive edge, custom software at 60,000 to 130,000 EUR is justified. The decisive argument is cash flow: cutting invoicing lead time from 10 days to 3 frees up hundreds of thousands of euros.
Off-the-shelf or custom: 2026 costs
The managing director of a Dublin agency juggles paper or scanned timesheets, assignment contracts signed in a rush, different premium rates for each client and weekly payroll. Market ranges in Ireland:
| Item | Staffing software package | Custom software |
|---|---|---|
| Upfront cost | 2,000 to 10,000 EUR (configuration) | 60,000 to 130,000 EUR |
| Subscription | 250 to 650 EUR per branch per month | 0 |
| Annual for 5 branches | 15,000 to 40,000 EUR | 10,000 to 18,000 EUR (hosting, maintenance) |
| Time to go live | 1 to 3 months | 4 to 6 months |
| Mobile timesheets | Often a paid add-on | Included, tailored to your clients |
| Premium rules per client | Limited configuration | Dedicated rules engine |
| 5-year total | 77,000 to 210,000 EUR | 110,000 to 220,000 EUR |
On software cost alone, both options overlap. The difference lies in invoicing lead time, admin hours saved and the ability to meet key account requirements.
The scope of complete staffing software
The core runs from client order to payroll reporting. Here are the blocks and their typical weight in a custom project.
| Module | Share of budget | Target metric |
|---|---|---|
| Client orders and candidate matching | 15% | Shortlist within 4 hours |
| Assignment contracts and e-signature | 15% | Contract signed before start |
| Digital timesheets (mobile, client approval) | 20% | 95% approved within 48 hours |
| Premium engine (nights, Sundays, overtime) | 15% | Zero payroll corrections |
| Weekly payroll and export to payroll software | 15% | Payroll closed on Monday |
| Automatic client invoicing | 10% | Invoice issued at day 3 |
| Revenue PAYE reporting integration | 10% | Real-time submissions without re-keying |
Under PAYE Modernisation, payroll must be reported to Revenue on or before each pay date. Custom software usually feeds clean, validated data to an approved payroll package rather than recalculating it, which limits compliance risk. The Agency Work Act equal-pay rules are handled in the premium engine.
Mini case study
Typical scenario: Ciara, managing director of a 5-branch agency in Dublin, places 700 workers a week, averaging 35 hours billed at 28 EUR, about 2,900,000 EUR invoiced per month. Cutting invoicing lead time from 10 to 3 days brings cash in 7 days earlier, freeing roughly 680,000 EUR of working capital. At a 5% financing cost, that is 34,000 EUR a year.
On the admin side, keying paper timesheets takes 6 minutes per worker, or 70 hours a week. Saving 50 of those hours at 32 EUR loaded cost over 47 weeks is worth 75,200 EUR a year. A 90,000 EUR project plus 14,000 EUR of annual maintenance pays back in about one year. This scenario is illustrative.
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FAQ
Will clients approve hours on mobile?
Yes, as long as approval takes 2 clicks from a link received by email or SMS. Most networks reach 80 to 95% of timesheets approved this way within 2 months.
Do we need to replace our payroll software?
No, the custom software prepares variable pay elements and exports them to approved payroll software that handles Revenue submissions. The interface costs 4,000 to 9,000 EUR depending on the vendor.
Are e-signed assignment contracts valid?
Yes, simple or advanced electronic signatures under eIDAS are accepted for assignment contracts. The cost is 0.50 to 1.50 EUR per signature depending on the provider.
How long to switch all 5 branches?
Allow 4 to 6 months of project work, including a 1-month pilot in one branch. The other branches then switch over in 2 to 4 weeks.
What if we open a sixth branch?
With custom software, the marginal cost is close to zero beyond training. With a package, each branch adds 3,000 to 7,800 EUR a year.
Let's scope your project. Describe your volumes, key clients and payroll tool: we will price the scope, an indicative budget and a 4 to 6 month 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.
