The verdict in three sentences
Custom software for an umbrella company costs, in 2026, between 35,000 and 75,000 EUR, over a 6-to-8-month timeline. It links contracts, per-contractor activity accounts, timesheets, client re-invoicing and payroll into a single chain. The ROI comes from automation: computing a payslip from a validated timesheet instead of keying it by hand changes the scale at which the firm can grow.
The umbrella value chain
Umbrella work has a specificity: the contractor's salary depends on their invoiced revenue, minus management fees and charges. That equation must run automatically, from timesheet to payslip.
| Step | Without a dedicated tool | With custom software |
|---|---|---|
| Timesheet entry | Spreadsheet, email | Contractor portal |
| Client re-invoicing | Manual | Generated from timesheet |
| Activity account | Kept by hand | Continuously updated |
| Salary calculation | Re-keyed into payroll | Automated from timesheet |
| Management fees | Separate calculation | Deducted automatically |
| Payroll lead time | 3 - 6 days | A few hours |
The timesheet-to-payslip switch is the heart of the system: it removes the most errors and lets you handle more contractors without hiring in admin.
What the scope covers
2026 order of magnitude for a Dakar-based studio serving an Amsterdam umbrella company.
| Module | Effort (person-days) | Indicative budget |
|---|---|---|
| Contracts & contractors | 10 - 16 | 6,000 - 10,000 EUR |
| Timesheets & contractor portal | 12 - 18 | 7,000 - 11,000 EUR |
| Client re-invoicing | 10 - 16 | 6,000 - 10,000 EUR |
| Activity accounts | 10 - 14 | 6,000 - 9,000 EUR |
| Payroll calculation & prep | 12 - 18 | 7,000 - 11,000 EUR |
| Dashboards & cash flow | 6 - 10 | 4,000 - 7,000 EUR |
The timesheet + payroll calculation pair concentrates most of the value: without reliable timesheets, no payslip automation is possible.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Mini case study
Ms. de Vries, director of an Amsterdam umbrella company (140 contractors), processes timesheets and prepares payroll with 3 administrators. Manual timesheet-to-payslip re-keying takes about 6 minutes per contractor per month for re-entry alone, i.e. ~14 hours/month including errors and corrections. She invests 58,000 EUR in a custom tool. Timesheet-to-payslip automation saves the team ~35 hours/month (about 13,000 EUR/year fully loaded) and lets her absorb growth to 200 contractors without hiring a 4th administrator (saving ~38,000 EUR/year loaded salary). Payback in ~18 months.
FAQ
Does the software compute the full payslip? It prepares the calculation (gross from the timesheet, management fees, charges) and feeds your payroll engine or accountant. It secures the upstream, where most errors originate.
How does the activity account work? Each contractor has an account fed by their re-invoicing, reduced by management fees and charges. They see their available balance in real time on their portal.
Is client re-invoicing automatic? Yes. The validated timesheet generates the client invoice at the right amount and cadence, removing double entry and securing cash flow.
How long to deploy? 6 to 8 months. We start with contracts + timesheets + re-invoicing, then add activity accounts and payroll prep.
From what volume is it profitable? The gain becomes clear beyond 80 to 100 contractors, where manual re-keying forces admin hires. Below that, an off-the-shelf tool may suffice.
Let's scope your project. Tell us your contractor count, current payroll engine and priorities (timesheets, re-invoicing, payroll): we price the scope. 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.
