The verdict in three sentences
For a staffing agency in Toronto placing 700 temporary workers a month, custom contract and online timesheet software costs between 35,000 and 62,000 CAD in 2026, delivered in 4 months. The client approves hours on a phone, the agency exports straight to payroll and source deductions, and paper timesheets disappear. The direct gain typically measured on this kind of project: 3 days of data entry saved per month and far fewer billing errors.
Paper timesheets cost more than they seem
With 700 workers spread across 60 client sites (warehouses in Mississauga, plants in Vaughan, call centres downtown), the agency receives hundreds of signed, scanned or photographed timesheets every week. Each error is paid twice: in the worker's pay and in an invoice disputed by the client.
| Process step | Paper timesheets | Online timesheets |
|---|---|---|
| Collection | 2 to 5 days after week end | Same day |
| Data entry by agency | 3 days a month for 2 coordinators | None, data already entered |
| Client approval | Handwritten signature, sometimes missing | Timestamped online approval |
| Entry error rate | 2 to 4 % of lines | Under 0.5 % |
| Client billing delay | D+10 to D+15 | D+2 |
| Disputes over hours | Frequent, weak evidence | Rare, full audit trail |
These are 2026 orders of magnitude seen in agencies of comparable size.
Scope and detailed budget
| Item | Essential version | Full version |
|---|---|---|
| Scoping, payroll and billing flow | 2,800 CAD | 4,800 CAD |
| Worker and client records | 4,800 CAD | 7,600 CAD |
| Assignment agreements (generation, e-signature) | 7,000 CAD | 11,700 CAD |
| Online timesheets and client approval | 8,300 CAD | 13,100 CAD |
| Payroll export, CPP, EI and tax data | 5,500 CAD | 9,700 CAD |
| Client billing and markups | 4,500 CAD | 8,300 CAD |
| Testing, migration, training | 2,100 CAD | 6,800 CAD |
| Total | 35,000 CAD | 62,000 CAD |
The full version adds a worker mobile app (availability, documents, pay stubs), markup rules per client and a client portal with history.
Regulatory points to build in for Ontario
| Topic | Requirement | How the software handles it |
|---|---|---|
| Assignment information | Written details under the Employment Standards Act | Templates per assignment, mandatory fields |
| Source deductions | CPP, EI, income tax remittances | Payroll export with deduction data |
| Overtime | Over 44 hours a week at 1.5 times | Calculation rules per hour type |
| Public holiday pay | Ontario holiday pay rules | Automatic flagging on timesheets |
| Personal data | PIPEDA | Access rights, logging, Canadian hosting |
| Record keeping | Retention of records and timesheets | Searchable archive, 3 years minimum |
Mini case study
David, director of a staffing agency in Toronto (700 workers a month, 60 clients), has two coordinators who each spend 3 days a month entering timesheets. Loaded cost of a coordinator: 4,800 CAD a month, about 220 CAD a day.
- Data entry saved: 6 days x 220 = 1,320 CAD a month, 15,800 CAD a year.
- Errors: 3 % of 8,400 annual timesheets disputed, at about 150 CAD of credit or correction each, so 37,800 CAD a year. Getting below 0.5 % recovers about 31,500 CAD a year.
- Billing at D+2 instead of D+12: on 1,100,000 CAD of monthly billing, 10 days of cash gained, freeing over 350,000 CAD of working capital.
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For a 48,000 CAD project, this hypothetical scenario pays back in about a year on direct gains alone, faster once freed cash is counted.
FAQ
How much does custom staffing software cost in Toronto?
Budget 35,000 to 62,000 CAD in 2026 for an agency placing 300 to 1,000 workers a month. Maintenance then runs at 10 to 15 % of the initial cost per year.
Does the client need to install an app?
No, they receive a secure link by email or text and approve hours in a browser in under 2 minutes. An automatic reminder goes out 24 hours before the weekly cut-off.
Does the software file source deductions?
It prepares the payroll export with CPP, EI and tax data. Remittances are still made through your payroll provider or CRA account.
Can we keep our current payroll software?
Yes, that is the most common setup. The software exports variable pay items to your existing tool, which keeps the budget 5,500 to 8,000 CAD lower.
How long until go-live?
4 months on average: 3 weeks of scoping, 11 weeks of development and 2 weeks of pilot with 5 clients before full rollout.
Let's scope your project. Share your worker volume, clients and payroll tool, and we will price an essential or full version with a 4-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.
