The verdict in three sentences
For a European factory with 350 assets, an off-the-shelf CMMS remains the right choice if your processes are standard and fewer than 20 people log in. Beyond 30 users, with integrations to the ERP, SCADA or quality requirements specific to aerospace, a custom CMMS at 40,000 to 90,000 EUR excluding VAT becomes cheaper over 5 years. Either way, the real return comes from well-configured preventive maintenance, which lifts availability by 5 to 8%.
Off-the-shelf or custom: the 2026 figures
European industrial sites range from aerospace subcontractors to food processing and chemicals. Needs differ sharply: intervention traceability for EN 9100 audits, critical spare parts, technician certifications. Here are the 2026 orders of magnitude.
| Criterion | Off-the-shelf CMMS (SaaS) | Custom CMMS |
|---|---|---|
| Setup | 15,000 - 40,000 EUR excl. VAT | 40,000 - 90,000 EUR excl. VAT |
| Recurring cost | 30 - 80 EUR per user per month | 600 - 1,200 EUR per month (hosting + maintenance) |
| Deployment time | 2 - 4 months | 4 - 6 months |
| Fit with processes | Configuration, product limits | Complete |
| ERP and SCADA integrations | Standard connectors, sometimes paid | Built for your stack |
| Code and data ownership | Vendor, export available | Client |
| Main risk | Pricing dependency on the vendor | Quality of the supplier |
Total 5-year cost by number of users
The calculation that settles it is total cost of ownership. Assumptions: off-the-shelf at 25,000 EUR setup and 55 EUR per user per month, custom at 65,000 EUR and 900 EUR per month of maintenance.
| Users | Off-the-shelf over 5 years | Custom over 5 years | Difference |
|---|---|---|---|
| 10 | 58,000 EUR | 119,000 EUR | off-the-shelf cheaper by 61,000 EUR |
| 20 | 91,000 EUR | 119,000 EUR | off-the-shelf cheaper by 28,000 EUR |
| 30 | 124,000 EUR | 119,000 EUR | custom cheaper by 5,000 EUR |
| 45 | 173,500 EUR | 119,000 EUR | custom cheaper by 54,500 EUR |
| 60 | 223,000 EUR | 119,000 EUR | custom cheaper by 104,000 EUR |
The tipping point sits around 28 to 30 users. Note that users include production operators who report breakdowns from a smartphone. In a 350-asset plant, that number climbs fast.
The features that win availability
| Feature | Expected effect | 2026 order of magnitude |
|---|---|---|
| Preventive maintenance plans | Fewer unplanned breakdowns | -20 to -35% corrective work |
| QR codes on machines | Work request in 30 seconds, history on the spot | -15 min per intervention |
| Spare parts management | Less waiting for parts | -30% parts-related downtime |
| MTBF and MTTR indicators | Prioritising critical assets | Costed investment decisions |
| Offline mobile app | Data entry in no-signal areas | 95% of interventions logged |
| ERP integration | Part orders and consolidated costs | -4 h of double entry per week |
Most off-the-shelf products offer these features. Custom software makes the difference on ergonomics for your technicians and on integrations with your ERP and PLCs.
Mini case study
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Julien, maintenance manager at an aerospace subcontracting plant near Toulouse, manages 350 assets with 12 technicians and 30 reporting operators, 42 users in total. Over 5 years, off-the-shelf would cost about 163,600 EUR versus 119,000 EUR for custom software at 65,000 EUR. He targets a 5-point availability gain on 4,000 annual production hours, so 200 hours recovered. With a margin of 350 EUR per production hour, the annual gain reaches 70,000 EUR. The custom project pays back in under 12 months after go-live, delivered in 5 months.
FAQ
How much does a custom CMMS for a factory cost in 2026?
Budget 40,000 to 90,000 EUR excluding VAT depending on modules and integrations, plus 600 to 1,200 EUR per month of maintenance. A first release focused on preventive plans and QR codes starts around 40,000 EUR.
From how many users does custom become cheaper?
With off-the-shelf at 55 EUR per user per month, the tipping point is around 30 users over 5 years. Below 20 users, off-the-shelf is almost always cheaper.
What availability gain can we expect?
Well-configured preventive maintenance lifts availability by 5 to 8% within 12 to 18 months. The gain depends mostly on the quality of maintenance plans, not the software alone.
How long does deployment take?
2 to 4 months for off-the-shelf, 4 to 6 months for custom. Inventorying and tagging 350 assets alone takes 3 to 4 weeks.
Can we migrate data from our old tool?
Yes: assets, history and spare parts stock migrate from spreadsheets or the old software, usually in 1 to 2 weeks.
Let's scope your project. Tell us your asset count, users and integrations: we compare off-the-shelf and custom over 5 years, with a budget of 40,000 to 90,000 EUR and a 4 to 6 month timeline. 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.