The verdict in three sentences
With 180 temporary workers on assignment each week, paper or scanned timesheets cost an independent agency about 2 days a week of data entry and payroll corrections. A staffing software package (USD 860 to 2,150 a month) covers assignments and payroll remittances, but online timesheet approval by clients is often rigid. A custom module at USD 27,000 to 54,000, delivered in 3 months and connected to your payroll tool, removes re-keying and secures billing.
Where time and margin leak
A staffing agency's weekly cycle is relentless: timesheets collected on Monday from 40 to 60 client companies, often incomplete, then entry, checks on premiums (nights, Sundays, overtime under Ontario's Employment Standards Act), payroll, advances, invoicing. Cross-border or out-of-province workers add their own rules (tax withholding, documentation), and an error on one timesheet hits both payroll and the client invoice.
| Indicator | Paper or PDF timesheets | Timesheets approved online | Estimated gap |
|---|---|---|---|
| Entry and checking time per week | 16 h, i.e. 2 days | 2 to 3 h | -85% |
| Timesheets missing by Monday noon | 15 to 25% | under 5% | -80% |
| Payroll errors corrected per month | 10 to 20 | 1 to 3 | -85% |
| Client invoice issue time | D+3 to D+5 | D+1 | -3 days |
| Unbilled hours detected | 1 to 2% of volume | under 0.2% | decisive |
| Assignment agreements signed on time | 70 to 85% | 99% | compliance |
Reminder: Ontario requires agencies to give assignment information to the worker in writing when the assignment is offered. These 2026 orders of magnitude come from independent agencies managing 100 to 400 temps a week.
Package or custom module: 2026 prices
| Option | Upfront cost | Annual cost | What is covered | Limits |
|---|---|---|---|---|
| Full staffing software package | USD 3,200 to 10,800 | USD 10,300 to 25,800 | assignments, payroll, remittances, invoicing | rigid client approval, per-user cost |
| Custom timesheet module (mobile app + client portal) | USD 27,000 to 38,000 | USD 3,200 to 5,400 | entry, client approval, payroll export | plugs into your package |
| Extended custom module (+ digital assignments, e-signature) | USD 38,000 to 54,000 | USD 4,300 to 7,500 | full journey except payroll | remittances stay in the package |
| E-signature | included | USD 1 to 3 per agreement | legal evidence | volume |
| Payroll and invoicing connector | USD 5,400 to 10,800 | included | payroll variables export | depends on vendor |
The most cost-effective approach is usually to keep the package for payroll and government remittances, which change with regulation, and to build custom the part that sets you apart: a mobile clock-in app for the worker, one-click approval of hours by the client supervisor, alerts on missing timesheets, digital assignment agreements.
Recommended scope
| Phase | Content | Budget | Timeline |
|---|---|---|---|
| Phase 1: timesheets | worker app, client approval portal, automatic reminders | USD 16,000 to 24,000 | 6 weeks |
| Phase 2: agreements | assignment agreements generated and signed online, amendments | USD 8,600 to 16,000 | 4 weeks |
| Phase 3: connectors | payroll variables export, invoicing, cross-border data | USD 5,400 to 10,800 | 2 to 3 weeks |
| Dashboard | hours, margin per client, pending timesheets | USD 2,200 to 5,400 | 1 week |
| Hosting and maintenance | Canadian server, backups | USD 3,200 to 7,500 a year | ongoing |
Mini case study
David, owner of an independent staffing agency in Toronto, places 180 temps a week in construction and logistics, 30 of them from out of province. The custom module cuts data entry from 16 to 3 hours a week, i.e. 620 hours a year valued at USD 38: USD 23,500 a year. Recovered unbilled hours amount to 1% of 9,000 weekly hours at a USD 27 bill rate, i.e. over USD 120,000 a year. For a USD 45,000 project, payback comes in under 5 months.
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FAQ
How much does timesheet software for a staffing agency cost in 2026?
A full package costs USD 860 to 2,150 a month. A custom module ranges from USD 27,000 to 54,000, plus USD 3,200 to 7,500 a year of maintenance, and plugs into your existing payroll tool.
Do we need to replace our payroll package?
No, in most cases it is better to keep it for payroll and remittances. The custom module exports approved payroll variables, removing re-keying while keeping a tool that tracks regulatory changes.
Will clients really approve hours online?
Yes, if approval takes one click from a link received by SMS or email, with no account to create. Agencies see over 95% of timesheets approved before Monday noon after 2 months.
How are cross-border or out-of-province workers handled?
The module records residence and supporting documents, then passes the relevant data to the payroll package. An agency's 30 such files are checked in minutes instead of half a day.
How long does implementation take?
Allow 3 months for the full scope, with online timesheets live from week six. Worker training is a 3-minute video.
Let's scope your project. Send us your number of temps, your payroll package and a sample timesheet: we price a USD 27,000 to 54,000 module delivered in 3 months. 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.
