The verdict in three sentences
A builders merchant in Montreal running 3 depots and 400 credit accounts loses money mainly in two places: untracked credit sales and stock discrepancies between depots. Custom software covering sales, multi-depot stock and customer balances costs USD 40,000 to 80,000 on the 2026 market, against USD 25,000 to 55,000 for an integrated, adapted Odoo. The choice depends on how complex your credit and delivery rules are, not on the licence price.
Why spreadsheets break beyond 300 credit accounts
At a merchant selling cement, rebar and tiles, a single day mixes cash sales at the counter, partial pick-ups against a purchase order, job site deliveries and credit sales to contractors who pay at 30, 60 or 90 days. When those transactions live in three notebooks and a spreadsheet, the owner no longer knows who owes what, or which depot really holds the 200 bags of cement promised to a customer.
| Observed problem | Cost impact (2026 order of magnitude) | What the software fixes |
|---|---|---|
| Credit granted without a limit | 8 to 14% of receivables turn into bad debt | Limit per account, automatic block when exceeded |
| Reminders done from memory | Average payment time of 75 to 110 days | Due dates and scheduled email or SMS reminders |
| Stock tracked per depot on paper | 2 to 4% stock variance per year | Movements logged at every issue and transfer |
| Manual monthly stock count | 3 days of closed or slowed depots | Cycle counting, 1 day a month |
| Negotiated customer prices forgotten | Inconsistent discounts, 1 to 2 margin points lost | Price lists per customer and per volume |
| Card and Interac payments not matched | Unallocated payments for weeks | Automatic matching against the invoice |
The customer credit module is the core of the project. It must show the balance, due date and payment history at the very moment the salesperson prepares the invoice, and block the sale beyond the limit unless the owner approves it.
Custom or Odoo: cost comparison
| Criterion | Integrated, adapted Odoo | Custom software |
|---|---|---|
| 2026 market initial budget | USD 25,000 to 55,000 | USD 40,000 to 80,000 |
| Annual licences | USD 30 to 45 per user per month for Enterprise, or Community edition | None |
| Time to go live | 2 to 4 months | 3 to 5 months |
| Specific credit rules | Extra development required | Designed around your rules |
| Partial job site deliveries | Possible with advanced configuration | Native |
| Offline mode at the depot | Limited | Built in if connectivity is unreliable |
| Annual maintenance | 10 to 15% of the project | 10 to 20% of the project |
Odoo works well if your processes are close to standard: purchasing, sales, stock, accounting. Custom software makes sense when partial pick-ups, deposits on orders and credit limits per contractor dominate the business. Invoices must also handle GST and QST correctly, which both options cover, but custom rules for contractor tax exemptions are easier to build from scratch.
Modules to prioritise and timeline
| Phase | Duration | Scope |
|---|---|---|
| Scoping with owner and depot managers | 2 to 3 weeks | Credit rules, delivery flows, price lists |
| Data migration | 2 to 3 weeks | 400 accounts, balances, 600 to 1,500 SKUs |
| Sales, invoicing, balances | 4 to 6 weeks | Invoices with GST and QST, limits, due dates |
| Multi-depot stock and transfers | 3 to 4 weeks | Receipts, issues, transfers, cycle counts |
| Payments and reminders | 2 to 3 weeks | Card, Interac, email and SMS |
| Pilot on 1 depot then rollout | 3 to 4 weeks | Training for sales and warehouse staff |
Allow 3 to 5 months overall. Start with customer credit: it is the module that pays back the project fastest.
Mini case study
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Marc, owner of a builders merchant in Montreal, turns over about USD 4.2 million a year, 40% of it on credit, so USD 1.68 million of invoiced receivables. His bad debt rate is around 11%. With per-account limits and automated reminders, he targets 5%, which is 6 points less and USD 100,800 recovered a year. Stock counts drop from 3 days to 1 day a month across his 3 depots, freeing 24 selling days a year. For a custom project at USD 60,000, payback comes in about 7 months on bad debt alone.
FAQ
How much does builders merchant software cost in Montreal in 2026?
Expect USD 25,000 to 55,000 for an integrated Odoo and USD 40,000 to 80,000 for full custom software. Maintenance then runs at 10 to 20% of the project per year.
Can the software keep running if the internet drops at the depot?
Yes, an offline mode lets staff keep selling and syncs as soon as the connection returns. It is recommended if your depots suffer more than 2 to 3 outages a week.
Can payments be matched to invoices automatically?
Yes, through bank feeds or a payment processor API. Each payment is matched to its invoice, which avoids unallocated receipts sitting for 2 to 4 weeks.
How do you handle customers who exceed their credit limit?
The software blocks the sale and requests owner approval, logged with name and date. On a book of 400 accounts, this alone often cuts bad debt by 5 to 8 points.
How long does it take to train sales staff?
Allow 1 to 2 days of training per role and 2 weeks of support at the pilot depot. A simple 3-click sales screen is the condition for adoption.
Let's scope your project. Number of depots, credit accounts, credit rules and payment methods: we price your merchant software with a 3 to 5 month 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.
