The verdict in three sentences
For an appliance manufacturer in Amsterdam receiving 18,000 after-sales requests per year, an after-sales and warranty management web app costs between 60,000 and 100,000 EUR excluding VAT and ships in 5 months. QR code warranty registration and an authorised repairer portal let you track every case end to end. The realistic goal is to bring average repair time from 12 to 6 days, while cutting warranties granted by mistake.
Current after-sales: calls, spreadsheets and unreachable repairers
The after-sales director of a manufacturer of fridges, cookers and washing machines manages a network of 45 authorised repairers across the Netherlands and Belgium. Requests arrive through the call centre, retailers and email. Proof of purchase is a receipt that often gets lost. The repairer receives the job by phone, orders the part by email and invoices the manufacturer at month end with a spreadsheet nobody can verify.
The app organises the full journey: the customer scans the QR code on the appliance and registers the warranty in 2 minutes; when a fault occurs, they open a request from the same QR code; the case is assigned to the nearest repairer; the part is ordered from the portal; the job is closed with photos and signature, and repairer billing is calculated automatically.
| After-sales step | Current situation | With the app |
|---|---|---|
| Warranty registration | 8% of customers, paper card | 45 to 60% via QR code |
| Warranty check | Receipt search, 1 to 2 days | Instant by serial number |
| Assignment to repairer | Phone, 2 to 3 days | Automatic by area, under 2 h |
| Parts ordering | Email, no tracking | From the portal, visible status |
| Average repair time | 12 days | 6 days targeted |
| Repairer invoice control | Manual sample | 100% of cases reconciled |
2026 cost in euros, item by item
The figures below are a 2026 order of magnitude for a mid-sized manufacturer in the Netherlands, including first-year hosting.
| Item | Range (EUR, excl. VAT) | Duration |
|---|---|---|
| Scoping, after-sales journey, warranty rules per range | 6,000 to 10,000 | 3 weeks |
| QR code warranty registration (mobile web, Dutch, French, English) | 9,000 to 15,000 | 4 weeks |
| After-sales back office: cases, statuses, SLA, call centre | 17,000 to 28,000 | 6 weeks |
| Authorised repairer portal: jobs, parts, photos, billing | 15,000 to 24,000 | 6 weeks |
| Spare parts and repairer stock management | 7,000 to 12,000 | 3 weeks |
| ERP, SMS and WhatsApp Business integrations | 6,000 to 11,000 | 3 weeks |
| Total | 60,000 to 100,000 | 5 months (parallel tracks) |
| Maintenance and hosting | 1,200 to 2,500 / month | recurring |
Off-the-shelf field service software such as Salesforce Field Service or ServiceNow quickly exceeds 150 EUR per user per month, and the external repairer portal is billed on top. With 45 repairers and 20 internal agents, licences alone approach 117,000 EUR per year.
Abusive warranty claims, the forgotten gain
In many after-sales departments without a tool, 5 to 10% of repairs under warranty involve out-of-period units or excluded faults, such as power surges or faulty installation. Scanned serial numbers, registration dates and mandatory photos sharply reduce that rate. GDPR compliance and a data processing agreement with each repairer are built into scoping.
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Pieter, after-sales director of an appliance manufacturer in Amsterdam, handles 18,000 requests per year, 12,000 of them under warranty. The average cost of a warranty job, part plus repairer labour, is 140 EUR, or 1.68 million EUR per year. If the app cuts warranties granted by mistake by 6 points, the manufacturer saves 720 cases, or 100,800 EUR per year. The chosen project costs 85,000 EUR plus 1,800 EUR monthly maintenance. Net of maintenance, it pays back in about 13 months on that item alone, before counting the drop in chaser calls to the call centre, estimated at 30%.
FAQ
Does the QR code work if the customer has an old phone?
The QR code opens a lightweight web page that works on any phone with a browser. A phone line remains available, and retailers can register the warranty at the point of sale.
How do independent repairers adopt the portal?
By linking payment for their jobs to closure in the portal. In practice, 80% of the network uses it within 2 months once payment terms drop from 60 to 30 days.
Which languages are supported?
The customer journey is planned in Dutch, French and English. Each additional language, such as German, adds about 3,000 EUR.
Can the app connect to our ERP?
Yes, connectors to SAP Business One, Exact or Microsoft Dynamics for parts and billing are included in the integrations item, 6,000 to 11,000 EUR.
Which indicators does management track?
Average repair time by repairer and region, first-time fix rate, warranty cost per range and recurring faults. This data also feeds the quality department.
Let's scope your project. Send us your after-sales volume and a map of your repairer network and we will price your app between 60,000 and 100,000 EUR, delivered in 5 months. 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.
