The verdict in three sentences
For a building materials distributor in Berlin with 3 depots and 8,000 SKUs, the most profitable 2026 setup combines a builders' merchant ERP at about EUR 120 per user per month with a custom module of EUR 30,000 to 60,000 dedicated to quotes and stock. The measurable goal is a quote in 5 minutes instead of 30 and reliable stock thanks to cycle counting. The project is delivered in 4 months, ideally outside the construction peak season.
ERP alone, ERP plus module or full build
Builders' merchant ERPs handle purchasing, sales, invoicing and accounting well. Their weak spot remains the site quote: take-offs, pack sizes (pallets, bags, linear metres), trade discounts per contractor, real availability per depot and crane truck delivery charges.
| Option | Upfront cost | Recurring cost (25 users) | Site quote | Multi-depot stock | Lead time |
|---|---|---|---|---|---|
| Current software + Excel | EUR 0 | Existing maintenance | 30 min per quote | Frequent discrepancies | Immediate |
| Standard merchant ERP | EUR 15,000 to 35,000 (setup, migration) | EUR 3,000 / month | 15 to 20 min | Adequate | 4 to 6 months |
| ERP + custom quote and stock module | EUR 45,000 to 95,000 | EUR 3,000 + 500 to 1,000 / month | 5 min | Reliable, cycle counting | 4 months for the module |
| Custom module on the existing ERP | EUR 30,000 to 60,000 | EUR 500 to 1,000 / month | 5 min | Reliable | 4 months |
| Bespoke ERP built from scratch | EUR 250,000 and up | High | Tailored | Tailored | 12 to 18 months |
For 25 users, the ERP subscription is EUR 36,000 a year. If your current ERP handles accounting and invoicing, keep it: plug the custom module in through its API.
What the custom module does
| Function | Before | After (2026 order of magnitude) |
|---|---|---|
| Finding an item among 8,000 SKUs | Supplier codes, paper catalogue | Search by use, equivalents, photos |
| Quantity calculation | Manual take-off | Per m², waste included, rounded to pack size |
| Customer price | Contractor price list in Excel | Automatic discounts per customer and family |
| Availability | Phone call to the depot | Real-time stock across 3 depots + reserved |
| Delivery | Rough estimate | Rate per zone, crane truck, time slot |
| Sending | Manual PDF by email | PDF + e-signature link, follow-up at D+3 |
Cycle counting replaces the annual stocktake that closes depots for two days: every day, the warehouse team counts 40 to 60 SKUs on a handheld, starting with fast movers and items with recurring gaps. Within a quarter, all 8,000 SKUs are counted at least once, the most critical ones monthly. A realistic target is stock accuracy above 97%.
Detailed module budget
| Item | Range excl. VAT |
|---|---|
| Scoping, workshops with sales and warehouse staff | EUR 3,000 to 5,000 |
| ERP connector (items, customers, stock, orders) | EUR 6,000 to 12,000 |
| Quote engine (take-offs, pack sizes, discounts) | EUR 9,000 to 18,000 |
| Cycle counting app on handhelds | EUR 5,000 to 10,000 |
| Delivery pricing and online signature | EUR 4,000 to 9,000 |
| Acceptance testing, training, go-live support | EUR 3,000 to 6,000 |
| Total | EUR 30,000 to 60,000 |
Mini case study
Jonas Becker, managing director of a building materials distributor in Berlin, issues 40 quotes a day across his 3 depots. Going from 30 to 5 minutes saves 25 minutes per quote, or 1,000 minutes a day, about 3,660 hours a year over 220 days. At EUR 38 loaded hourly cost, that is EUR 139,000 of sales time recovered.
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The second gain is commercial: a quote sent while the contractor is still at the counter converts better. If the conversion rate rises from 25% to 29% on an average basket of EUR 1,800 and a 22% margin, the distributor gains about EUR 140,000 of margin a year. With a EUR 48,000 module, payback comes in under 4 months of operation.
FAQ
Do we need to change ERP to get a 5-minute quote?
No, in most cases the module connects to the existing ERP through an API or an intermediate database. Changing ERP is only justified if the current tool exposes no data, which adds EUR 15,000 to 35,000.
How long does it take to make stock reliable?
Allow one quarter of cycle counting to cover all 8,000 SKUs. Discrepancies usually halve from the second month.
Can field sales reps quote on site?
Yes, the interface runs on tablet and smartphone with real-time stock. A 15-line quote takes 5 to 7 minutes in front of the customer.
When is the best time to start?
Start scoping in October or November for go-live before March. The 4-month project then avoids the spring activity peak.
What does module maintenance cost?
Between EUR 500 and 1,000 per month depending on scope, hosting included. Supplier price updates and new product families are covered.
Let's scope your project. Tell us your ERP, number of depots and SKUs: we price the quote and stock module between EUR 30,000 and 60,000, delivered in 4 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.
