The verdict in three sentences
For a temp staffing agency in Berlin with 4 branches and 900 paper timesheets a week, custom software costs between 35,000 and 90,000 EUR net of VAT in 2026. It covers a client portal for approving hours, digital assignment contracts with e-signature and payroll export, where SaaS charges 2 to 4 EUR per contract. The decisive argument is quality: a single entry approved by the client cuts payroll errors by about 80%, and with them back pay and disputes.
The hidden cost of paper timesheets
In Berlin, temporary work (Arbeitnehmerüberlassung) centers on logistics, hospitality, events and light industry, with short assignments and variable shifts. Every paper timesheet is retyped, sometimes twice.
| Indicator | Paper process | Digital process |
|---|---|---|
| Entry time per timesheet | 4 to 6 min | 0.5 to 1 min (check only) |
| Entry hours per week (900 timesheets) | 60 to 90 h | 8 to 15 h |
| Payroll error rate | 3 to 5% of payslips | 0.5 to 1% |
| Client approval delay | 3 to 7 days | 24 to 48 h |
| Client invoicing delay | D+7 to D+10 | D+1 to D+2 |
| Contracts signed before assignment start | 70 to 85% | 97 to 100% |
Under the German AÜG, the leasing contract between agency and client must be concluded in text form before the assignment starts, and equal pay rules apply after 9 months. Late paperwork creates real legal exposure.
Custom vs SaaS: a costed comparison
| Criterion | Staffing SaaS (2026) | Custom software |
|---|---|---|
| Entry cost | 2,000 to 8,000 EUR setup | 35,000 to 90,000 EUR |
| Recurring cost | 2 to 4 EUR per contract, or 300 to 900 EUR per branch per month | Maintenance 600 to 1,500 EUR per month |
| Annual cost at 900 contracts a week | 94,000 to 187,000 EUR | 7,200 to 18,000 EUR |
| Client portal in your branding | Often generic | Yes, with per-client rules |
| Collective agreement rules (BAP/DGB, iGZ surcharges, sector supplements) | Limited configuration | Dedicated rules engine |
| Payroll export (DATEV, Lexware, SAP) | Standard connectors | Export in the exact format of your payroll provider |
| Ownership of data and code | No | Yes |
At 900 contracts a week, about 46,800 a year, per-contract SaaS quickly costs more than a build amortized over 3 years. For an agency under 150 contracts a week, SaaS usually remains more profitable.
Modules and detailed budget
| Module | Range EUR | Timeline |
|---|---|---|
| Worker app (hours, documents, availability) | 8,000 to 18,000 | 4 to 6 weeks |
| Client portal for hour approval | 7,000 to 16,000 | 3 to 5 weeks |
| Assignment contracts and e-signature | 6,000 to 15,000 | 3 to 4 weeks |
| Payroll rules engine (surcharges, sector supplements) | 8,000 to 22,000 | 4 to 8 weeks |
| Payroll export and client invoicing | 4,000 to 11,000 | 2 to 3 weeks |
| Multi-branch dashboard | 2,000 to 8,000 | 2 weeks |
| Total | 35,000 to 90,000 | 4 to 7 months |
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E-signature adds a usage cost of 0.50 to 1.50 EUR per contract depending on the provider, to include in the calculation.
Mini case study
Sophie, managing director of a 4-branch staffing agency across Berlin (illustrative persona), handles 900 timesheets a week. Her assistants spend 75 hours a week on them, about 3,900 hours a year at 28 EUR fully loaded, or 109,200 EUR. With the software, entry drops to 12 hours a week, 624 hours and 17,500 EUR: a saving of 91,700 EUR a year. Add fewer payroll errors, from 4% to 0.8% of payslips, avoiding about 1,500 corrections a year at 15 EUR each, or 22,500 EUR. For a 65,000 EUR project and 12,000 EUR of annual maintenance, payback comes in about 8 months.
FAQ
Does it replace the payroll software? No, it prepares clean payroll variables and exports them to DATEV, Lexware or SAP. Your payroll provider keeps its tool, with 80% fewer input errors.
Will clients really use the portal? Experience shows 70 to 90% adoption within 3 months if approval takes under 2 minutes a week and works on mobile. An automatic SMS reminder on Friday is often enough.
Is e-signature valid for assignment contracts? The AÜG leasing contract requires text form, which an eIDAS-compliant electronic signature or documented digital exchange satisfies. It costs 0.50 to 1.50 EUR per contract.
How long to roll out across 4 branches? Plan 4 to 7 months of development, then 4 to 6 weeks of phased rollout starting with a pilot branch. Allow a 2-week period of double entry.
Where is worker data hosted? On GDPR-compliant European hosting, ideally in Germany. ID documents and bank details require encryption and a limited retention period.
Let's scope your project. Tell us your contract volume, collective agreements and payroll software: we price a 35,000 to 90,000 EUR scope with a 4 to 7 month 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.
