The verdict in three sentences
A Berlin heat pump manufacturer coordinating 1,500 installers through email, Excel and phone calls loses leads, commissioning reports and warranty data. A custom installer partner portal costs 55,000 to 120,000 EUR excluding VAT as a 2026 order of magnitude, over 5 to 8 months. The module that pays for the project is lead routing by area: a lead handled within 24 hours converts two to three times better.
Features and their cost
The sales director wants one space for the network: enrol in training, obtain and renew certification, report commissioning to activate the extended warranty, receive qualified leads and access technical documentation. In Germany the installer is usually an SHK trade business registered with the Handwerkskammer, and the portal should hold that proof.
| Module | Scope | 2026 order of magnitude (EUR excl. VAT) |
|---|---|---|
| Installer area | Company profile, technicians, Handwerkskammer entry, F-gas certificates | 9,000 to 16,000 |
| Training and certification | Catalogue, enrolment, quizzes, certificate, renewal date | 9,000 to 19,000 |
| Commissioning reports | Form by serial number, photos, consistency checks | 8,000 to 15,000 |
| Extended warranty | Rules per range, PDF certificate for the homeowner | 5,000 to 12,000 |
| Lead routing | Assignment by postcode, certification level and response rate | 11,000 to 24,000 |
| Salesforce connector | Sync of accounts, leads, opportunities | 7,000 to 18,000 |
| Back office and reporting | Dashboard by Bundesland, installer ranking | 6,000 to 16,000 |
EU hosting typically costs 300 to 900 EUR per month depending on traffic and backups, as a 2026 order of magnitude. At Kolonell, hosting is quoted on request.
Lead routing, the heart of the ROI
Leads from the manufacturer's website, the BEG subsidy calculator or trade fairs such as ISH often land in a sales inbox and are forwarded by hand, untracked. A routing engine changes that.
| Routing rule | How it works | Expected effect (estimate) |
|---|---|---|
| Postcode area | Prospect postcode mapped to 1 to 3 installers | Time to first contact cut by 4 |
| Certification level | High-capacity leads go to expert installers | Fewer badly sized systems |
| Response rate | An installer silent for 48 h drops to the back of the queue | Contact rate from 55% to 85% |
| Feedback loop | Installer marks quote sent, signed or lost | Conversion rate measured by region |
| Lead cap | Monthly maximum based on declared capacity | Prevents overloading top installers |
Prospect data falls under GDPR and the German BDSG: a lawful basis, informing the prospect that details go to an installer, and limited retention, often 3 years for a prospect.
Timeline and technical choices
Allow 5 to 8 months: 6 weeks of scoping with sales and after-sales, 14 to 20 weeks of build, then opening to 100 pilot installers in two Bundesländer before the full network. The Salesforce connector needs sandbox access and a Salesforce admin on the manufacturer's side from month one.
At Kolonell, a complex application sits between 7,000,000 and 15,000,000+ FCFA (10,670 to 22,870+ EUR); the quote sets the agreed scope.
What the network really expects
Installers only use a portal if it saves them time or money. Field feedback shows three expectations: qualified leads with a real phone number, a commissioning report that takes under 5 minutes on site, and instant access to current wiring diagrams and manuals. A portal that first demands a long profile loses 30 to 40% of sign-ups in the first week. Start with leads, enrich the profile later. In Germany, add one more: installers expect the portal to produce the documentation homeowners need for their BEG subsidy claim, which saves them up to an hour per job.
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Plan the language question early too: a German-language interface is mandatory for the installer network, and if the manufacturer also sells in Austria and Switzerland, the same portal can serve those markets with local postcode rules, at an extra 10 to 15% of the build.
Mini case study
Stefan, sales director of a heat pump manufacturer in Berlin, receives 3,000 leads a month. Today 55% are contacted and 18% of those sign, about 300 sales a month. Raising the contact rate to 80% gives 2,400 contacts and, at the same signing rate, 432 sales. The 132 extra sales, at 1,500 EUR manufacturer margin per unit, mean 198,000 EUR of monthly margin. Even if the real effect is only a third of this estimate, a 100,000 EUR portal plus 700 EUR a month of hosting pays back in about 2 months.
FAQ
Can the portal replace our current training platform?
Yes for online modules and quizzes; for hands-on sessions in a training centre, it handles enrolment and certificates. Integrating an existing LMS costs 4,000 to 10,000 EUR.
How do we stop false commissioning reports?
The serial number is checked against the production database, and photos of the rating plate and installation are required. Random checks on 5% of reports are usually enough.
Should installers pay a subscription?
It is not necessary; most manufacturers offer free access and tie leads to certification. A paid premium tier can work for 10 to 15% of the network.
Do we need a native mobile app?
A responsive web portal handles on-site commissioning reports. A native app is only useful for advanced offline mode, at an extra 20,000 to 35,000 EUR.
How long until the whole network is live?
After a 6 to 8 week pilot, opening in waves of 300 installers takes about 2 months.
Let's scope your project. We work with your sales and after-sales teams on lead, certification and warranty rules, then a pilot in two regions. 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.
