The verdict in three sentences
For a food factory with 2 to 6 lines (80 to 400 staff), a SaaS CMMS costs EUR 50 to 150 per technician per month, while a custom CMMS costs EUR 40,000 to 100,000 in the Netherlands. Custom makes sense when IFS or BRC traceability, PLC data and cleaning plans must live in one tool. A realistic target is a 5-point OEE gain within 12 months, for a 12 to 20 week project.
SaaS or custom: total cost over 3 years
A market CMMS starts fast. Its limits show on food-specific needs: validated cleaning and disinfection, metrology checks, links to production batches and audit documentation.
| Item (2026 order of magnitude) | SaaS CMMS | Custom CMMS |
|---|---|---|
| Licence per technician per month | EUR 50 to 150 | EUR 0 |
| Read-only licences (operators, QA) | EUR 10 to 30 per user per month | Unlimited |
| Configuration and asset register migration | EUR 6,000 to 18,000 | Included |
| Initial build | Not applicable | EUR 40,000 to 100,000 |
| PLC and ERP connectors | EUR 10,000 to 30,000 or unavailable | Included depending on scope |
| Hosting and maintenance | Included | EUR 500 to 1,500 per month |
| 3-year cost, 12 technicians and 60 viewers | EUR 65,000 to 160,000 | EUR 58,000 to 155,000 |
With many read-only users, per-seat pricing weighs heavily. That is often what pushes sites above 150 staff toward custom.
Features and their budget
| Module | Content | Indicative budget | Timeline |
|---|---|---|---|
| Asset register and hierarchy | Lines, machines, components, criticality, QR codes | EUR 5,000 to 10,000 | 2 weeks |
| Work requests and work orders | Mobile, photos, labour time, sign-off | EUR 7,500 to 15,000 | 3 weeks |
| Preventive and condition-based maintenance | Schedules, meters, PLC thresholds | EUR 7,500 to 17,000 | 3 to 4 weeks |
| Spare parts inventory | Min levels, reservations, purchasing, stock counts | EUR 6,000 to 12,000 | 2 to 3 weeks |
| IFS/BRC traceability and cleaning | Cleaning plans, line releases, checks | EUR 6,000 to 17,000 | 3 weeks |
| OEE, MTBF, MTTR indicators | Dashboards per line and shift | EUR 5,000 to 12,000 | 2 weeks |
| PLC (OPC UA, MQTT) and ERP connection | Counters, stoppages, items and suppliers | EUR 7,500 to 18,000 | 3 to 4 weeks |
A starting scope (asset register, work orders, preventive, inventory) fits within EUR 40,000 to 50,000. PLC connectors and full traceability push towards EUR 100,000.
Making shop-floor rollout work
The number one obstacle is technician adoption. Aim for mobile entry in under 30 seconds, QR codes on every machine and an offline mode for areas with weak Wi-Fi. On funding, part of the project may qualify for Dutch innovation tax schemes such as WBSO for development hours, subject to eligibility. Phase the work in two batches: maintenance first, then traceability and PLCs.
Mini case study
Sanne, maintenance manager at a 220-person ready-meals plant near Amsterdam, runs 4 lines with 12 technicians. Unplanned stoppages represent 8% of operating time, about 380 hours per line per year. Each hour of downtime costs EUR 1,300 in lost margin and idle labour. A custom CMMS at EUR 72,000, with condition-based maintenance and PLC connection, cuts these stoppages by a third: 500 hours recovered across 4 lines, or EUR 650,000 in theoretical margin. Prudently retaining 20% of that gain, the plant recovers EUR 130,000 in the first year. Payback: about 7 months.
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FAQ
How much does a CMMS for a food factory cost in 2026?
A SaaS CMMS costs EUR 50 to 150 per technician per month, plus EUR 6,000 to 18,000 for setup. A custom CMMS runs EUR 40,000 to 100,000 depending on connectors and traceability.
What OEE gain can we expect?
A gain of 3 to 6 points within 12 months is a realistic order of magnitude, provided stoppages are tracked by cause. Fewer repeat breakdowns deliver most of the effect.
Does a CMMS help with IFS and BRC audits?
Yes, if it records cleaning plans, line releases and interventions in food zones. This module costs EUR 6,000 to 17,000 and sharply cuts audit preparation time.
Can we connect our existing PLCs?
Most recent PLCs expose data via OPC UA or MQTT. Allow EUR 7,500 to 18,000 depending on the number of lines and how mixed the equipment is.
How long does the project take?
From 12 weeks for the maintenance batch to 20 weeks with traceability and PLCs, including shop-floor acceptance testing.
Let's scope your project. Send us your number of lines, technicians and current tools: we price a CMMS between EUR 40,000 and 100,000 with a 12 to 20 week 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.
