The verdict in three sentences
For an independent staffing agency placing 150 to 400 temps per week, the real hidden cost is not payroll software but re-keying timesheets sent by clients on paper or as PDFs. A custom client portal costing EUR 20,000 to 55,000 excl. VAT, connected to your existing payroll tool, usually pays for itself in 12 to 20 months thanks to 20 hours recovered each week and fewer billing errors. If you start from scratch and target more than 1,000 temps, an industry ERP such as Cegid Anael TT remains the more rational choice.
Market vendors or a custom portal: what you actually pay
The temporary work market is built around a handful of vendors. Large clients often impose Pixid (a platform for exchanging orders and timesheets), which creates double entry if your back office is not connected to it. Here are 2026 orders of magnitude for an agency placing 250 temps a week, based on a Strasbourg agency; Amsterdam agencies face very similar figures with Dutch payroll tools.
| Option | Setup | Annual recurring cost | Timeline | Strength | Limitation |
|---|---|---|---|---|---|
| Cegid Anael TT (full ERP) | EUR 15,000 to 40,000 | EUR 18,000 to 35,000 | 4 to 8 months | Payroll, billing, hiring declarations built in | Heavy below 300 temps |
| Mid-range staffing SaaS | EUR 3,000 to 8,000 | EUR 9,000 to 20,000 | 1 to 3 months | Fast start | Client portal often rigid |
| Pixid connector only | EUR 2,000 to 6,000 | EUR 3,000 to 8,000 | 1 to 2 months | Required by some large accounts | Does not cover SME clients |
| Custom timesheet portal | EUR 20,000 to 35,000 | EUR 3,000 to 6,000 (hosting, maintenance) | 8 to 14 weeks | Fits your SME clients | Payroll stays in current tool |
| Full custom portal (contracts, e-signature, payroll export, billing) | EUR 40,000 to 55,000 | EUR 5,000 to 9,000 | 4 to 6 months | One end-to-end flow | Higher initial budget |
| Status quo, paper and Excel | EUR 0 | EUR 25,000 to 35,000 of internal time | Immediate | No project | Errors, disputes, late pay |
The custom portal does not replace your staffing payroll engine: it replaces paper. The client approves hours online, the temp sees their hours, and a structured export feeds payroll and billing without re-keying.
Regulatory building blocks you cannot skip
Staffing software in France touches precise obligations. Each block has a cost and a risk if handled poorly. The Dutch equivalents (payroll tax registration, ABU or NBBU collective agreements, WAADI registration) follow the same logic.
| Block | 2026 obligation | Indicative development cost | Risk if missing |
|---|---|---|---|
| DPAE (pre-hire declaration) | Filed with URSSAF before any assignment | EUR 2,000 to 4,000 (API or export) | Fine of about EUR 1,300 per employee |
| Assignment contract | Given to the temp no later than 2 working days after the start | Included in contracts module | Reclassification as a permanent contract |
| Client placement contract | Signed with the user company | EUR 3,000 to 6,000 with templates | Commercial dispute |
| Electronic signature | eIDAS simple or advanced level (Yousign, Docusign) | EUR 0.80 to 2 per envelope | Contracts not enforceable |
| Timesheets | Basis for pay, the 10% end-of-assignment allowance and 10% paid leave | EUR 8,000 to 15,000 | Payroll errors, labour court claims |
| DSN (payroll filing) | Sent by the payroll software | Export to existing tool: EUR 3,000 to 6,000 | URSSAF penalties |
| GDPR | Register, retention periods, access rights | EUR 1,500 to 3,000 | Data protection authority sanction |
In Strasbourg, one specific factor weighs in: many agencies place cross-border workers or send temps to the German side. The portal must then handle postings and bilingual timesheets, which adds roughly 10 to 15% to the budget. An Amsterdam agency placing workers in Belgium or Germany faces the same extra cost.
Mini case study
Thomas runs an independent staffing agency in Strasbourg and places 250 temps per week with 60 clients (logistics, construction, food processing). Every Monday, two assistants re-key paper or photographed timesheets: about 20 hours per week, or 1,000 hours a year. At a loaded hourly cost of EUR 32, that is EUR 32,000 a year. On top of this, about 1.5% of hours are billed incorrectly on revenue of EUR 4.2 million, close to EUR 15,000 of lost margin or credit notes.
He chooses a custom portal at EUR 38,000 excl. VAT (online client approval, e-signature, payroll and billing export) plus EUR 6,000 a year in maintenance. Once 80% of clients have adopted it, re-keying drops to 4 hours a week. Estimated gain: EUR 25,600 in time plus EUR 10,000 in avoided errors, or EUR 35,600 a year. Payback: about 14 months.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
FAQ
Do we have to connect to Pixid?
Only if your large accounts require it. A connector costs EUR 2,000 to 6,000, and a custom portal can include it to avoid double entry for the 20 to 30% of clients concerned.
How long does it take to launch a timesheet portal?
Allow 8 to 14 weeks for a first scope (hour approval, payroll export). The contracts and e-signature module adds 6 to 8 weeks.
Will SME clients actually use the portal?
Experience shows 60 to 85% adoption within 3 months if approval takes one tap on a smartphone, without complex account creation. A secure link sent by email or SMS is often enough.
Can we keep our current payroll software?
Yes, and it is recommended. The portal produces a structured export (CSV or API) compatible with your tool, for an integration cost of EUR 3,000 to 6,000.
What annual budget should we plan after launch?
Between EUR 3,000 and 9,000 a year for hosting, maintenance and minor changes, plus EUR 0.80 to 2 per electronically signed contract.
Let's scope your project. Send us your weekly temp volume, current tools and the clients imposing Pixid, and we will price a timesheet portal between EUR 20,000 and 55,000 with a 8 to 24 week schedule. 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.
