The verdict in three sentences
For a plant with 340 assets and 14 technicians, a SaaS CMMS remains the rational choice as long as your processes look like the market standard: budget 50 to 120 EUR per technician per month excluding VAT. A custom build, at 45,000 to 95,000 EUR excluding VAT, pays off when maintenance must talk to production, food traceability (IFS, BRC) or specific PLCs. Either way, the real gain comes from preventive maintenance applied seriously, with a realistic target of 25% fewer breakdowns within 18 months.
Total cost over 5 years: SaaS vs custom
The listed subscription price does not tell the whole story. Add configuration, asset data migration, connectors and occasional users (shift leaders, quality, purchasing).
| Item (14 technicians, 340 assets) | Mid-range SaaS CMMS | High-end SaaS CMMS | Custom CMMS |
|---|---|---|---|
| License or initial build | 0 EUR | 0 EUR | 45,000 to 95,000 EUR |
| Monthly subscription | 14 x 60 EUR = 840 EUR | 14 x 115 EUR = 1,610 EUR | 0 EUR |
| Occasional users (10) | 200 EUR/month | 450 EUR/month | included |
| Configuration and asset migration | 6,000 to 10,000 EUR | 12,000 to 20,000 EUR | included in project |
| ERP or SCADA connector | 5,000 to 15,000 EUR if available | often included | included |
| Hosting and yearly maintenance | included | included | 7,000 to 15,000 EUR/year |
| 5-year cumulative cost | about 80,000 EUR | about 150,000 EUR | about 90,000 to 170,000 EUR |
Over 5 years, the gaps narrow. A custom build makes sense when it removes parallel tools (quality team spreadsheets, lockout logbook, meter reading app) or when owning the code lets you evolve the tool without depending on a vendor roadmap. In Berlin, local agency day rates of 750 to 1,000 EUR tend to push custom projects toward the top of the range.
Features that matter in food processing
| Feature | Standard SaaS | Custom | Expected impact |
|---|---|---|---|
| Preventive plans by meter or calendar | Yes | Yes | Basis of breakdown reduction |
| Offline mobile app for 14 technicians | Yes, sometimes as an option | Yes, designed for cold and wet zones | -40 min of data entry per technician per day |
| Link to line stoppages and OEE | Limited or via paid connector | Native, from PLCs or MES | Prioritization by downtime cost |
| Lockout/tagout and work permits | Varies | Workflow matched to your procedures | Fewer safety audit findings |
| IFS/BRC traceability (cleaning, food-grade lubricants) | Rarely | Yes | Audit prepared in 1 day instead of 4 |
| Spare parts store | Yes | Yes, linked to purchasing | Parts stock down 10 to 15% |
| Root cause analysis | Generic dashboards | Metrics you choose | MTBF and MTTR tracked per line |
How to decide in 4 weeks
- List the 20 critical assets and the cost of one hour of downtime for each.
- Test two SaaS CMMS tools on one workshop for 15 days with your technicians.
- Note what stays outside the tool: if more than 30% of needs require Excel or paper, a custom build deserves a quote.
- Ask for a phased custom quote: a 45,000 EUR core can start in 4 months, with OEE or traceability modules later.
Mini case study
Claire, maintenance manager at a ready-meals plant near Lille (the same logic applies to a plant in Berlin), faces 28 significant breakdowns a month, with an average stoppage of 2 hours at 1,800 EUR of lost margin per hour. Monthly breakdown cost: 28 x 2 x 1,800 = 100,800 EUR.
With a custom CMMS at 72,000 EUR excluding VAT linked to line stoppages, the plant targets 25% fewer breakdowns, so 7 breakdowns avoided per month and about 25,000 EUR of margin preserved. Even counting only half of this gain, the project pays back in 6 months. A well-deployed SaaS CMMS would deliver part of that gain, but without the native stoppage link, work order prioritization stays manual.
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FAQ
Is a SaaS CMMS enough for 340 assets?
Yes, most market tools handle several thousand assets. The limit is integrations: an MES or ERP connector often costs an extra 5,000 to 15,000 EUR.
How long does a custom CMMS project take?
Plan 4 to 6 months for a full core with a mobile app. Migrating 340 asset records and preventive plans alone takes 3 to 4 weeks.
Can a custom build get public funding?
Industry 4.0 projects can qualify for regional programs, such as digitalization grants in Germany or regional support and Bpifrance loans in France. Check 2026 schemes before signing, some cover 20 to 40% of eligible costs.
What happens to our data if the SaaS vendor raises prices?
Require a full CSV or API export in the contract. Yearly increases of 5 to 10% are common, which weighs on the 5-year cost.
Do technicians really adopt the mobile app?
Adoption exceeds 80% when entering a work order takes under 60 seconds and works offline. Involve two technicians from the mockup stage.
Let's scope your project. Share your number of assets, technicians and current tools, and we will price a CMMS core between 45,000 and 95,000 EUR excluding VAT, delivered in 4 to 6 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.
