The verdict in three sentences
Above 500 temporary workers a month, a Dublin staffing agency can no longer produce contracts, payroll and invoices in spreadsheets without deduction errors and late billing. Custom software costs €70,000 to €150,000 and ships in 14 to 18 weeks, with assignment contracts, client-approved timesheets and payroll compliant with PAYE, PRSI and USC. The return comes mostly from faster invoicing: every week saved on collection frees up significant working capital.
The full cycle of a temporary assignment
An assignment always follows the same chain: client order, worker selection, terms of business with the hirer, assignment contract with the worker, timesheet, payroll, invoice. In Ireland, the agency must hold an employment agency licence under the Employment Agency Act, and the Protection of Employees (Temporary Agency Work) Act 2012 requires equal treatment on pay, working time and rest breaks compared with a direct hire in the same role.
In manufacturing and logistics, there are also shift premiums, overtime rates, Sunday premiums and safety certifications such as Safe Pass or forklift tickets to check before each placement. Without a system, each worker generates 3 to 5 documents a month.
| Step | Without software | With custom software |
|---|---|---|
| Client order | Phone and email | Request on portal, role and required certifications |
| Assignment contract | Word template, 20 min | Generated and e-signed in 2 min |
| Timesheet | Paper sheet signed on site | Mobile entry, client supervisor approval |
| Payroll | Spreadsheet, manual rate checks | PAYE, PRSI, USC, premiums and overtime calculated |
| Invoicing | Day 10 to 15 after month end | Day 2, mark-up applied automatically |
| Credit control | Manual | Schedule and alerts at day 30 and day 45 |
| Revenue reporting | Re-keyed | Real-time payroll submissions under PAYE Modernisation |
Deductions, mark-up and software cost in 2026
Temporary workers are paid through standard payroll. The rates below are 2026 ballpark figures to check with Revenue, especially thresholds and bands.
| Payroll item | Employer | Employee | Note |
|---|---|---|---|
| Employer PRSI | 11.25% | 0% | Lower rate below the weekly threshold |
| Employee PRSI | 0% | 4.2% | Above the weekly threshold |
| USC | 0% | 0.5% to 8% | Banded on income |
| PAYE income tax | 0% | 20% or 40% | Based on Revenue tax credit certificate |
| Auto-enrolment pension | 1.5% | 1.5% | Phasing in from 2026 |
| Charge-out mark-up | 1.25 to 1.45 | - | Covers costs, admin and margin |
The software applies these rates per worker and builds the client invoice by multiplying gross pay by the agreed mark-up.
| Scope | Budget | Timeline |
|---|---|---|
| Core: contracts, timesheets, payroll | €70,000 to €90,000 | 14 weeks |
| Core plus invoicing, credit control, client portal | €90,000 to €120,000 | 16 weeks |
| Full version: worker app, certifications, dashboards | €120,000 to €150,000 | 18 weeks |
| Hosting and maintenance | €10,000 to €20,000 a year | Ongoing |
| Weekly pay runs by SEPA bulk transfer | Included in full version | Ongoing |
Mini case study
Niamh, managing director of a staffing agency in Dublin, places 900 temporary workers a month in manufacturing and logistics sites, with monthly revenue of €3.2 million. Her 6 payroll administrators close invoicing on day 12. Moving to day 3 with online-approved timesheets, the agency collects 9 days earlier: €3.2 million × 9 / 30, or €960,000 of working capital released on a permanent basis. At an invoice finance cost of 7% a year, the saving reaches €67,000.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Payroll errors, estimated at 0.8% of a €2.4 million monthly payroll, drop to 0.2%, or €14,400 a month and around €170,000 a year. With a €120,000 project, payback comes in about 6 months.
FAQ
How much does temp staffing agency software cost in Dublin in 2026?
Custom software costs €70,000 to €150,000 depending on scope, delivered in 14 to 18 weeks. Maintenance and hosting run €10,000 to €20,000 a year.
Does the software calculate PAYE, PRSI and USC?
Yes, it applies the current rates and bands per worker and submits payroll data to Revenue in real time. This removes 2 to 3 days of re-keying each month.
How does the client approve hours?
The site supervisor receives the weekly timesheet on a phone and approves it in one click. Discrepancies are flagged before payroll, cutting billing disputes by around 80%.
Does it support equal treatment rules?
Yes, each client role stores the comparable direct-hire pay and conditions, and the system blocks an assignment rate below that level. This protects the agency under the 2012 Act.
Can it manage several client sites?
Yes, each site has its own premiums, shift patterns and mandatory certifications. A worker without a valid certification cannot be placed, which protects the agency with the client.
Let's scope your project. We define the scope (contracts, timesheets, PAYE and PRSI payroll, invoicing, client portal), an indicative budget and a 14 to 18 week 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.