The verdict in three sentences
A site tracking quote at 25,000 EUR can cost more over three years than one at 80,000 EUR, because licences, the mobile app and maintenance sit outside the headline figure. For a Munich contractor running 5 to 40 sites at once, the costliest gap is usually vague handling of VOB progress billing (Abschlagsrechnungen) and change orders (Nachträge). Ask for a line-by-line quote with a three-year total, or you will be comparing different products.
Why quotes range from 25,000 to 140,000 EUR
A Munich drywall, electrical, HVAC or interior fit-out firm working for developers in Schwabing, Riem or the Werksviertel needs to track progress per trade package, quantities, monthly interim invoices under VOB/B, retentions and crews on site. Vendors answer with very different approaches, which explains the spread.
| Quote type | Headline price | What is really included | Real 3-year cost (2026 estimate) |
|---|---|---|---|
| Off-the-shelf construction software, configured | 25,000 to 40,000 EUR | Setup, 5 users in year one | 60,000 to 90,000 EUR with licences and mobile |
| Low-cost freelance build | 30,000 to 50,000 EUR | Web only, no mobile app | 65,000 to 100,000 EUR with data migration and fixes |
| Specialist studio, full scope | 70,000 to 100,000 EUR | Web, mobile, progress billing, migration | 95,000 to 135,000 EUR with maintenance |
| IT services firm, extended custom project | 100,000 to 140,000 EUR | Same, plus DATEV accounting link | 135,000 to 185,000 EUR |
The headline number tells you nothing. Only the three-year total at a fixed user count makes quotes comparable.
Seven quote traps, line by line
Each trap below comes from common quote wording. The right-hand column gives the clause to add before you sign.
| Trap | Typical quote line | Budget impact | Clause to demand |
|---|---|---|---|
| Hidden per-user licences | 'Licence included for 5 users' | 400 to 800 EUR per extra user per year | Extra-user price fixed for 3 years |
| Mobile app billed separately | 'Responsive web access' | 12,000 to 30,000 EUR change order | Site manager app included, works offline |
| Unpriced data migration | 'Import of existing data subject to feasibility' | 5,000 to 15,000 EUR surprise | Fixed price, stated number of projects and items |
| Simplified progress billing | 'Invoicing module' | Retentions and Nachträge redone by hand | Cumulative VOB interim invoices, 5 % retention, price escalation |
| Vague maintenance | 'Annual maintenance 15 to 20 %' | 4,000 to 25,000 EUR a year on an unclear base | Percentage on development only, fix times stated |
| Unspecified hosting | 'Hosted on our servers' | Cut-off risk in a dispute | Hosting in your name in the EU, daily backups, GDPR data processing agreement |
| No code ownership | Not mentioned | Full lock-in | Transfer of rights and delivery of source code |
In practice the fifth trap hurts most. A 20 % maintenance fee calculated on a total that includes third-party licences inflates the yearly bill with no extra service.
What a serious scope covers
A solid quote for 5 to 40 simultaneous sites spells out modules, volumes and deliverables. Ask every vendor to fill in this grid.
| Module | Volume to state | Expected deliverable |
|---|---|---|
| Progress tracking per trade package | 5 to 40 sites, 10 to 60 packages each | Dashboard per site and per site manager |
| Quantities and interim invoices | 1 Abschlagsrechnung per site per month | VOB-compliant PDF with cumulative totals and retention |
| Field mobile app | 10 to 80 foremen | Photos, defects, time logging, offline mode |
| Purchasing and deliveries | 200 to 2,000 delivery notes a year | Order, delivery and invoice matching |
| Data migration | Live projects, clients, price library | Verified import, discrepancy report |
| Training | 2 to 4 sessions | Materials in German |
Kolonell prices this kind of medium web application at 2,500,000 to 4,000,000 FCFA (about 3,800 to 6,100 EUR) over 2 to 3 months, or from 4,000,000 FCFA for a complex build with accounting links. Whichever vendor you choose, insist on this grid being completed.
Mini case study
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Illustrative example: Thomas runs an electrical and HVAC contractor in Munich with 18 live sites and 35 users. Quote A: 30,000 EUR, 5 users included, then 700 EUR per user per year, mobile app as a 20,000 EUR change order, maintenance 18 % of the total. Over three years: 30,000 + 20,000 + (30 × 700 × 3 = 63,000) + (18 % × 50,000 × 3 = 27,000), or 140,000 EUR.
Quote B: 85,000 EUR all in, unlimited users, 15 % maintenance: 85,000 + 38,250 = 123,250 EUR. The pricier quote at signature saves 16,750 EUR over three years, and Thomas owns the source code.
FAQ
What budget should a Munich contractor plan for site tracking software?
For 5 to 40 simultaneous sites, plan 70,000 to 100,000 EUR for a full custom scope. Add 15 to 20 % a year for maintenance, calculated on development only.
Do we really need a mobile app?
Yes beyond 5 sites: defects, photos and hours logged on site save 3 to 5 hours of retyping per site manager per week. Make sure it works offline in basements and cores.
How do we handle VOB interim invoices in the software?
Require cumulative Abschlagsrechnungen with retention, approved change orders and price escalation built in. Without them, a typical 40-site firm rebuilds 40 invoices a month in spreadsheets.
Should data migration be priced?
Always, as a fixed fee stating the number of projects, clients and items. Unpriced migration runs 5,000 to 15,000 EUR over budget on average.
How long until we are up and running?
Allow 3 to 5 months for a full custom build, including 4 to 6 weeks of testing on two pilot sites. Avoid going live during the spring handover peak.
Let's scope your project. Send us your number of sites and users plus a sample interim invoice, and we will return a line-by-line quote with a three-year total. 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.
