The verdict in three sentences
A vendor SaaS CMMS remains the best way to start preventive maintenance when assets are standard and the maintenance team has fewer than 15 users. A custom CMMS at USD 50,000 to 100,000 (EUR 45,000 to 90,000) pays off as soon as maintenance must use IoT sensors, push data into the ERP and track metrics specific to your lines. For a Toronto-area plant with 600 assets, the decision comes down to one number: the cost of one hour of line downtime multiplied by avoidable breakdown hours.
Total cost over 3 years: SaaS vs custom
An honest comparison runs over three years and includes setup, licences, connectors and application maintenance.
| Item (2026 order of magnitude) | Vendor SaaS CMMS | Custom CMMS |
|---|---|---|
| Licences or subscription (25 users) | USD 45 to 100 per user per month | None |
| Initial integration and asset data load | USD 11,000 | Included |
| Development | None | USD 50,000 to 100,000 |
| IoT and ERP connector | USD 9,000 to 22,000 (often a paid add-on) | Included in scope |
| Annual maintenance and changes | Included in subscription | 12 to 18% of development |
| 3-year total cost | USD 60,000 to 123,000 | USD 68,000 to 154,000 |
| Time to go live | 6 to 10 weeks | 4 to 6 months |
The two options overlap widely: custom is not necessarily more expensive, and it becomes cheaper beyond 35 to 40 users or when several vendor add-ons are needed.
The metrics that should drive the choice
Moving from reactive to preventive maintenance only pays if the CMMS measures the right indicators. The table below shows realistic targets for a mid-sized plant.
| Metric | Typical reactive situation | Preventive target at 18 months |
|---|---|---|
| Line availability | 82% | 90 to 92% |
| MTBF (mean time between failures) | 180 h | 320 to 400 h |
| MTTR (mean time to repair) | 4.5 h | 2 to 2.5 h |
| Share of preventive maintenance | 20% | 60 to 70% |
| Critical spare part stockouts per year | 15 to 25 | Fewer than 5 |
| Cost of one hour of line downtime | USD 1,700 to 6,600 | Unchanged, but fewer hours |
With vibration, temperature and current sensors on the 60 to 80 critical assets (USD 130 to 280 per sensor), the CMMS triggers work orders on thresholds instead of the calendar, further cutting unnecessary stoppages.
When custom is the right call
Three situations tip the decision. First, a mixed asset base with older machines lacking standard protocols, which need specific gateways. Second, an ERP already in place (SAP, Microsoft Dynamics, Epicor) with which the CMMS must exchange parts, purchasing and costs. Third, strong traceability requirements (food, pharma, aerospace) that impose site-specific approval workflows.
Conversely, if the goal is only to schedule preventive routines and track work orders, a well-configured SaaS CMMS is enough and goes live in two months.
Mini case study
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Mark, maintenance manager of a 180-employee plant near Toronto, runs 600 assets including 70 critical ones and 25 CMMS users. His lines lose about 300 hours per year to unplanned stoppages, at USD 2,800 per hour, i.e. USD 840,000. A custom CMMS at USD 78,000, with USD 16,500 of IoT sensors on critical assets and USD 11,000 of annual maintenance, targets 40% fewer stoppages: 120 hours avoided, so USD 336,000 per year. Even counting only half of that gain, the USD 94,500 investment pays back in under 7 months. The SaaS option with an IoT add-on, around USD 80,000 over 3 years, would get close if its connector supports the plant's PLCs.
FAQ
How long does it take to move from reactive to preventive?
Plan 12 to 18 months to reach 60% preventive. The first three months go into cleaning the asset register and routines, without which no CMMS delivers results.
Can older machines be connected?
Yes, with standalone sensors (vibration, current, temperature) and a LoRaWAN or LTE gateway. Expect USD 130 to 280 per sensor, plus USD 1,700 to 3,300 per gateway.
Do we own the custom CMMS?
Yes, source code and documentation are handed over. You can evolve the tool with any provider, unlike a cancellable SaaS subscription.
Do technicians need a mobile app?
It is strongly recommended: an offline tablet app cuts work order entry time by 30 to 50%. It is included in most SaaS CMMS products and costs USD 9,000 to 16,500 as custom work.
What budget for a first phase?
A first custom phase covering assets, work orders and calendar-based preventive starts around USD 50,000 and ships in 4 months. IoT and ERP come in phase 2.
Let's scope your project. Send us your asset count, ERP and the cost of one hour of downtime: we will quote a custom CMMS between USD 50,000 and 100,000, or help you pick a vendor if that fits better. 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.
