The verdict in three sentences
In a staffing agency, the timesheet is the friction point that slows both temp payroll and client invoicing. An online approval app for client companies, connected to the existing payroll and billing software, costs GBP 30,000 to 60,000 and removes about 3 days of data entry a week. Payback is counted in months, because every late timesheet delays an invoice.
Current flow and target flow
Today, 650 paper or PDF timesheets arrive every Monday by email, photo or scan, are re-keyed by branch administrators, checked, then pushed to payroll. Errors (night premiums, overtime, allowances) trigger corrections and invoicing disputes.
| Step | Current paper flow | Flow with the app |
|---|---|---|
| Hours entry | Temp on paper, photo sent | Temp on mobile, optional geolocated clock-in |
| Client approval | Paper signature, phone chasing | One-click approval, automatic reminder at H+24 |
| Premium checks | Manual, per assignment terms | Automatic rules per contract and pay agreement |
| Payroll entry | 650 timesheets re-keyed | Direct export to payroll and HMRC RTI |
| Invoicing | Weekly, often 3 to 5 days late | Invoice generated on approval |
| Disputes | 4 to 6% of timesheets | Under 1.5% |
Detailed 2026 budget
| Component | Scope | Indicative budget |
|---|---|---|
| Temp app | Hours, absences, documents | GBP 5,000 to 10,000 |
| Client portal | Approval, history, cost-centre export for 300 clients | GBP 7,000 to 14,000 |
| Rules engine | Premiums, overtime, allowances, holiday pay | GBP 6,000 to 12,000 |
| Payroll and RTI connector | Export to existing payroll software | GBP 5,000 to 10,000 |
| Weekly invoicing | Generation and sending, accounting link | GBP 3,500 to 8,000 |
| Network dashboard | Missing timesheets, margin per branch | GBP 3,500 to 6,000 |
The low end assumes one payroll system and uniform contracts. The high end covers several sectors (construction, logistics, industrial) and integration with large clients' procurement portals. Maintenance runs at about GBP 700 to 1,300 per month.
Timeline and watch points
Allow 4 to 5 months: 4 weeks of scoping (premium rules per client), 10 to 12 weeks of development, a 4-week pilot with one branch and 30 clients. The sensitive points are client adoption (offer approval through an email link with no account), UK GDPR compliance for clock-in data, and locking hours after approval, which protects the agency under the Agency Workers Regulations and in HMRC audits.
Mini case study
Priya, managing director of a 4-branch staffing network in London, employs 4 administrators who each spend 6 hours a week entering and checking timesheets: 24 hours, 3 working days. At GBP 28 per loaded hour, that is GBP 34,900 a year. Disputes on 5% of timesheets cost about GBP 15,500 more a year in credit notes and time. With the app at GBP 45,000 and GBP 10,800 of annual maintenance, the annual gain reaches about GBP 43,000: payback in 15 months, not counting invoicing 3 days earlier, which improves cash flow.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
FAQ
Will clients actually approve online?
Yes, if approval needs no account, from an email or SMS link. Networks using this approach reach 85 to 90% of timesheets approved before Tuesday noon.
Does the app replace our payroll software?
No. It prepares clean data and exports it to your payroll software and RTI. You keep your core system, which keeps the project at GBP 30,000 to 60,000.
How do we handle several pay agreements?
The rules engine applies premiums per assignment contract. Each extra agreement adds on average GBP 1,700 to 3,500 of configuration.
Is geolocated clock-in lawful?
It is, if proportionate, disclosed to temps and limited to the clock-in moment. Plan a 2 to 3 day data protection impact assessment.
How long is the pilot?
One branch and 30 clients for 4 weeks, from month 3. Payroll errors usually drop by more than 60% during the pilot.
Let's scope your project. Tell us your temp volume, pay agreements and payroll software: we price a timesheet app between GBP 30,000 and 60,000, delivered in 4 to 5 months. Detailed quote within 48 h. WhatsApp +221 77 596 93 33. Request a quote
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.
