The verdict in three sentences
For a plant with 220 employees and 900 assets, an off-the-shelf CMMS remains the cheapest choice over 5 years as long as your processes are standard: 52,500 to 135,000 EUR all in for 25 users. Custom software, at 50,000 to 120,000 EUR of development, is only justified if the CMMS must talk closely to your MES, your PLCs or a very specific quality process. Either way, the financial stake lies elsewhere: every point of machine availability gained is worth tens of thousands of euros when unplanned downtime costs 4,000 EUR per hour.
The real cost of a maintenance spreadsheet
A maintenance manager running 900 assets on a spreadsheet knows the list: missed preventive tasks, lost failure history, approximate spare parts stock, technicians logging work on paper. These gaps turn into downtime hours.
| Indicator | Spreadsheet situation | Target with a CMMS | Estimated annual impact |
|---|---|---|---|
| Line availability | 85 % | 90 % (+5 points) | Additional output |
| Unplanned downtime | 120 h per year | 80 h per year | 160,000 EUR avoided at 4,000 EUR/h |
| Preventive completion rate | 55 % | 85 % | Fewer cascading failures |
| Spare parts stock | 380,000 EUR | 320,000 EUR | 60,000 EUR of cash released |
| Work order entry time | 25 min per job | 8 min on mobile | 1,200 technician hours per year |
| Audit preparation (ISO, insurer) | 5 days | 1 day | 4 manager days saved |
2026 order of magnitude: gains depend on starting maturity, but cutting unplanned downtime by a third is a common year-two target.
Off-the-shelf or custom: 5-year comparison
Assumptions: 25 users (technicians, planners, stores, team leaders), 900 assets, cloud hosting.
| Item | Entry-level package | High-end package | Custom by Kolonell |
|---|---|---|---|
| License or development | 25 EUR per user per month | 80 EUR per user per month | 50,000 to 120,000 EUR |
| Setup and migration of 900 assets | 15,000 EUR | 15,000 EUR | included |
| Annual recurring cost | 7,500 EUR | 24,000 EUR | 10,000 to 18,000 EUR maintenance |
| Deployment time | 2 to 3 months | 3 to 4 months | 5 to 7 months |
| PLC and MES connection | Limited or paid add-on | Standard connectors | Built for your equipment |
| 5-year total cost | 52,500 EUR | 135,000 EUR | 100,000 to 210,000 EUR |
At 25 users, the package clearly wins. The equation changes with 60 users across 2 sites at high-end pricing: 15,000 + 80 × 60 × 60 = 303,000 EUR over 5 years, while custom software does not charge per extra user.
When custom is really justified
| Situation | Package sufficient | Custom relevant |
|---|---|---|
| Standard corrective and preventive maintenance | Yes | No |
| Meter readings from 200 heterogeneous PLCs | Partly | Yes |
| Strict pharma or food traceability | Depends on vendor | Yes if process is specific |
| More than 50 users or multi-site | High cost | Yes |
| Integration with an in-house ERP | Difficult | Yes |
| Internal team with no IT skills | Yes | Only with a maintenance contract |
A middle path exists: keep a package and have only the connectors (PLCs, ERP) and a management dashboard built, for 15,000 to 35,000 EUR.
Mini case study
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Julian, maintenance manager of a 220-employee plant on the outskirts of Berlin, suffers 120 hours of unplanned downtime a year. Cutting it by a third through tracked preventive work avoids 40 h × 4,000 EUR = 160,000 EUR per year. He picks a high-end package for 25 users, plus 25,000 EUR of custom PLC connectors. 5-year cost: 135,000 + 25,000 = 160,000 EUR. Cumulative 5-year gain, counting a half first year: 160,000 × 4.5 = 720,000 EUR. The project pays for itself before the end of year two.
FAQ
How long does it take to migrate 900 assets?
Count 4 to 6 weeks: inventory, hierarchy by line and workshop, preventive plans. This work often accounts for half of the 15,000 EUR setup.
Will technicians use the tool?
Yes if entry happens on mobile in under 10 minutes per job, with QR codes on machines. Adoption then exceeds 80 % within 3 months.
Can the CMMS connect to PLCs?
Yes, through a gateway reading hour meters and alarms. Development costs 15,000 to 35,000 EUR depending on equipment diversity.
Does data stay in the EU?
Hosting in Germany or elsewhere in the European Union is possible with both options, for 150 to 400 EUR per month.
Is custom software riskier?
The main risk is vendor dependency. It is controlled with source code delivery, documentation and a maintenance contract of about 15 % per year.
Let's scope your project. Tell us your number of assets, users and sites: we will compare package, custom and hybrid options with an indicative budget and 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.
