The verdict in three sentences
For a staffing agency placing 300 temporary workers a week across New York, paper timesheets cost more than the software that replaces them. Custom assignment software priced between 27,000 and 49,000 USD (25,000 to 45,000 EUR) digitizes assignment contracts, lets the client approve hours online and exports payroll and invoicing without re-keying. Delivered in 12 weeks, it shortens the billing cycle by roughly 6 days, which is often enough to pay it back within the year.
What paper timesheets really cost
On Monday morning, the agency waits for last week's signed timesheets. Some arrive as phone photos, some by fax or email, and a third are still missing on Wednesday. The payroll officer re-keys every line, calls site supervisors about night hours and overtime, and invoices go out three to six days late.
| Item (2026 order of magnitude) | Paper process | Assignment software |
|---|---|---|
| Data entry time per timesheet | 6 to 8 min | Under 1 min (review) |
| Timesheets missing on Wednesday | 25 to 35% | Under 5% (auto reminders) |
| Payroll errors per month | 15 to 25 | 2 to 4 |
| Client invoice issued | Day 8 to 10 | Day 2 to 4 |
| Client disputes per month | 10 to 15 | 2 to 3 |
| Back-office FTEs | 2.5 FTE | 1.2 FTE |
| Annual cost of errors and disputes | 20,000 to 33,000 USD | 3,300 to 6,500 USD |
With 300 workers at 35 hours a week and an average bill rate of 29 USD an hour, the agency bills about 305,000 USD a week. Six days of delay means more than 260,000 USD of working capital permanently tied up, financed by factoring or a credit line.
Modules and pricing
Scope follows the agency's real workflow: client order, assignment contract, timesheet, approval, payroll, invoice. Each module is priced separately.
| Module | Function | Indicative budget |
|---|---|---|
| Orders and assignments | Client needs, matching, scheduling | 5,400 to 8,700 USD |
| Digital assignment contracts | Generation, e-signature, archiving | 4,300 to 7,600 USD |
| Mobile timesheets | Entry by worker or supervisor, optional geolocation | 5,400 to 9,800 USD |
| Client approval portal | One-click approval, documented disputes | 4,300 to 7,600 USD |
| Overtime and premium engine | Overtime, nights, Sundays, union and prevailing wage rules | 3,300 to 6,500 USD |
| Payroll and invoicing exports | ADP, Paychex, QuickBooks formats | 2,700 to 5,400 USD |
| Dashboards | Margin per client, approval lead time, workers' comp exposure | 1,600 to 3,300 USD |
The 27,000 USD version covers contracts, mobile timesheets, the client portal and payroll export. The 49,000 USD version adds the multi-rule premium engine, order management and a margin dashboard per branch. Plan 6 to 9% of the budget per year for maintenance and hosting.
The 12-week plan
| Phase | Weeks | Deliverable |
|---|---|---|
| Scoping and agency workshops | 1 to 2 | Workflow map, premium rules |
| Mockups and sign-off | 3 to 4 | Worker, client and back-office screens |
| Contracts and timesheets build | 5 to 8 | Mobile app and client portal |
| Payroll and invoicing exports | 9 to 10 | Files tested on two real payroll runs |
| Pilot with 2 clients | 11 | Field feedback, adjustments |
| Rollout and training | 12 | Whole agency switched over |
The main risk lies in premium rules: a construction client under prevailing wage and a warehouse client do not compute night shifts the same way. The first two weeks are spent writing those rules down with the payroll lead. Data protection, secure US hosting and e-signatures compliant with the ESIGN Act are built in from scoping.
Mini case study
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Julian, director of a staffing agency in New York focused on logistics and construction, places 300 workers a week with 40 clients. He picks the 41,000 USD version with the premium engine. Estimated annual gains: 1.3 back-office FTE freed, about 62,000 USD, plus 22,000 USD of avoided errors and disputes, plus the financing cost of 6 days of working capital, about 10,000 USD of factoring fees saved. Total: 94,000 USD a year for a 41,000 USD investment and 3,300 USD of annual maintenance. Payback comes around the sixth month after go-live.
FAQ
Do workers have to install an app?
No, a mobile web app opened from an SMS link is enough in 90% of cases. A supervisor can also enter the hours for the whole crew in 2 minutes from a phone.
Will clients agree to approve online?
Yes, if approval takes one click: they receive an email on Friday and approve in under 30 seconds. In our estimates, 85% of clients approve within 48 hours after two automatic reminders.
Can we keep our current payroll system?
Yes, the software produces an export in your payroll format (ADP, Paychex or a custom file). Integration budget runs from 2,700 to 5,400 USD depending on the format.
Why not buy off-the-shelf staffing software?
Standard tools cost 15 to 40 USD per active worker per month, or 54,000 to 144,000 USD a year for 300 workers. Custom software pays off from year two and you own it.
Are electronically signed assignment contracts valid?
Yes, e-signatures are valid under the ESIGN Act and New York's Electronic Signatures and Records Act. The software timestamps each send and keeps evidence for at least 6 years.
Let's scope your project. Share your weekly worker volume, your premium rules and your payroll system: we will return a priced scope between 27,000 and 49,000 USD with a 12-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.
