The verdict in three sentences
For a 200-employee food plant in Berlin, the question is not the price of the CMMS but the cost of the 6% unplanned downtime it must reduce. A SaaS CMMS at EUR 40-90 per user per month is enough if your maintenance processes are standard, while a custom CMMS at EUR 45,000-90,000 (excluding VAT) makes sense once your lines, food safety constraints and PLC integrations fall outside the box. Either way, a realistic target is 30% less downtime within 12 to 18 months.
The real three-year cost of each option
The figures below are 2026 orders of magnitude for a maintenance team of 15 technicians and 5 supervisors, so 20 accounts, in a German plant (excluding VAT).
| Option | Upfront cost | Annual recurring | 3-year cost | Deployment time |
|---|---|---|---|---|
| Excel + paper work orders | EUR 0 | EUR 0 (lost hours) | High hidden cost | Immediate |
| Entry-level SaaS CMMS (EUR 40/user/month) | EUR 3,000 to 6,000 | EUR 9,600 | EUR 31,800 to 34,800 | 1 to 2 months |
| Advanced SaaS CMMS (EUR 90/user/month) | EUR 8,000 to 15,000 | EUR 21,600 | EUR 72,800 to 79,800 | 2 to 4 months |
| Custom CMMS, core scope | EUR 45,000 to 60,000 | EUR 5,000 to 7,000 | EUR 60,000 to 81,000 | 4 to 5 months |
| Full custom CMMS (IoT, ERP, offline mobile) | EUR 70,000 to 90,000 | EUR 8,000 to 12,000 | EUR 94,000 to 126,000 | 6 to 7 months |
| Hybrid: SaaS + custom connectors | EUR 15,000 to 30,000 | EUR 21,600 | EUR 79,800 to 94,800 | 3 to 4 months |
Over three years, an advanced SaaS CMMS and a core custom build converge. The difference shows from year four onwards, when the custom build no longer pays licences, and in how well it fits your lines.
The features that actually cut downtime
A CMMS does not reduce downtime just by existing. A few specific features, well adopted by technicians, make the difference.
| Feature | Standard SaaS | Custom build | Expected impact |
|---|---|---|---|
| Preventive maintenance plans | Yes, generic templates | Tuned to your equipment and cycles | 15 to 20% fewer breakdowns |
| Work orders on tablet | Yes | Yes, with offline mode in cold zones | 30 to 45 min saved per technician per day |
| Spare parts stock | Basic | Thresholds by criticality, supplier links | 20% less overstock, fewer stockouts |
| Machine counter feeds | Often a paid add-on | PLC or sensor connector | Condition-based maintenance |
| HACCP and cleaning traceability | Rarely | Built into work orders | Easier audits |
| ERP interface (purchasing, costs) | Limited connectors | Custom API | Maintenance cost per line |
| MTBF, MTTR, OEE indicators | Yes, standard | Customised per workshop | Precise steering |
The point that tips many plants towards custom is spare parts: a stockout on a critical part can stop a line for days, while overstock ties up EUR 100,000 to 300,000 of cash.
How to decide in four questions
Are your machines standard or highly specific? Do you need PLC data? Do your technicians work in areas without network? Do you expect more than 30 users eventually? Two or more yes answers point to custom or hybrid.
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Jonas, maintenance manager at a 200-employee food plant near Berlin, measures 6% unplanned downtime over 6,000 annual production hours, so 360 hours. Each hour of downtime costs about EUR 1,800 in lost margin and labour, so EUR 648,000 a year. A custom CMMS at EUR 75,000 plus EUR 9,000 annual recurring aims for 30% less downtime, so 108 hours avoided and EUR 194,400 saved per year. Payback arrives in under 6 months of operation, even if only half the target is met in year one.
FAQ
Is a SaaS CMMS enough for a 200-employee plant?
Yes if your equipment is standard and you accept the vendor's processes. Beyond 30 users at EUR 90 per month, the annual cost exceeds EUR 32,000 and custom becomes competitive.
How long to reach 30% less downtime?
Allow 12 to 18 months after go-live to build history and tune preventive plans. First gains of 10 to 15% often appear by month six.
Can the CMMS work without network in a cold room?
A custom app can work offline and sync work orders when the network returns. This mode adds about EUR 5,000 to 10,000 of development.
Can we migrate history from our old tool?
Yes, migrating equipment, task lists and intervention history is part of scoping. It usually represents 5 to 10% of the total budget.
Who owns the custom CMMS?
You own the code and data. Evolutive maintenance then costs EUR 5,000 to 12,000 a year depending on scope.
Let's scope your project. We define the scope with you (preventive plans, spare parts, mobile work orders, integrations), an indicative budget between EUR 45,000 and 90,000 or a hybrid option, and a 4 to 7-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.
