The verdict in three sentences
For a cosmetics and fragrance plant with 4 packaging lines and 380 assets, a custom CMMS costs EUR 35,000 to 70,000 excl. VAT in 2026, while a SaaS CMMS is billed at EUR 40 to 90 per user per month. Custom becomes worthwhile when maintenance must be linked to line OEE and to the traceability required by cosmetics GMP (ISO 22716), two areas generic SaaS handles poorly. A realistic target is 20 to 30 % fewer unplanned stoppages within 12 months.
What a CMMS for a cosmetics plant must include
A cream or fragrance packaging line chains fillers, crimpers, labellers, cartoners and palletisers. A 2-hour stop in the year-end peak can delay a retail or travel retail order. The CMMS must therefore serve both the technician on the floor and the quality manager during audits.
| Function | Content | 2026 custom budget (EUR excl. VAT) | Expected gain |
|---|---|---|---|
| Asset register | 380 machines, line, station, component, parts hierarchy | 4,000 to 7,000 | Reliable base for everything else |
| Preventive maintenance | Time or counter-based plans, lubrication schedules, calendars | 6,000 to 12,000 | 15 to 20 % fewer breakdowns |
| Work orders and QR codes | Scan on machine, request, photos, time spent | 5,000 to 10,000 | Field entry in under a minute |
| OEE tracking | Stops, micro-stops, speed, rejects per line | 7,000 to 15,000 | Data-driven steering |
| ISO 22716 traceability | Signed history, cleaning, calibration, format changes | 5,000 to 10,000 | Audits prepared in 1 day instead of 4 |
| Spare parts stock | Thresholds, critical parts, suppliers, costs | 4,000 to 8,000 | Fewer stock-outs and less overstock |
| Dashboards | MTBF, MTTR, maintenance cost per line | 4,000 to 8,000 | Evidence-based budget decisions |
A first phase covering the register, preventive plans, QR codes and traceability sits around EUR 35,000. The full version with real-time OEE and PLC connectors approaches EUR 70,000.
SaaS or custom: a 5-year comparison
With 25 users (technicians, team leaders, quality, methods), the cumulative cost of SaaS quickly overtakes a build, especially once paid modules are added.
| Criterion | Standard SaaS CMMS | Custom CMMS |
|---|---|---|
| Entry cost | EUR 2,000 to 8,000 of configuration | EUR 35,000 to 70,000 |
| Annual cost (25 users) | EUR 12,000 to 27,000 | EUR 5,000 to 10,000 maintenance and hosting |
| 5-year cumulative cost | EUR 62,000 to 143,000 | EUR 60,000 to 120,000 |
| OEE linked to work orders | Optional module or missing | Native |
| ISO 22716 GMP traceability | Generic | Mirrors your procedures |
| PLC and MES connection | Rare | Possible via OPC UA or API |
| Data and code ownership | Subscription contract | You |
SaaS remains a good fit for a site with fewer than 100 assets or a team of 5 technicians. Beyond that, the gap widens in favour of custom from year three.
Rollout: 4 to 6 months without stopping the lines
Asset migration is the longest step: inventory of 380 assets, QR code labelling, import of spreadsheet histories. Allow 3 to 4 weeks with a dedicated technician. Development runs in phases, going live line by line so no campaign is disrupted. Train team leaders first: they then coach the technicians.
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Anna, maintenance manager at a cosmetics plant near Berlin, records 180 hours of unplanned downtime a year across her 4 lines. Each hour costs about EUR 1,400 (idle labour, lost margin, catch-up overtime), or EUR 252,000 a year. With a custom CMMS at EUR 55,000, a 25 % cut in stoppages means 45 hours and EUR 63,000 saved per year. Payback comes in under 11 months, before counting the time saved at every quality audit.
FAQ
Is a custom CMMS compliant with ISO 22716?
The standard does not mandate a tool, but it requires reliable, traceable records. The CMMS stores every work order time-stamped and signed, cutting audit preparation from about 4 days to 1.
Can we migrate data from our current CMMS?
Yes, through a CSV or Excel export. Migrating a 5-year history for 380 assets usually takes 1 to 2 weeks of processing.
Do technicians need tablets?
A rugged smartphone at EUR 300 to 500 per technician is enough to scan QR codes. The app also works offline in poorly covered areas of the plant.
Can OEE be calculated automatically?
Yes if the lines have accessible PLCs. Otherwise, logging stops on a tablet at the end of each shift already gives a measure that is about 90 % reliable.
Is funding available?
Regional and national industry 4.0 schemes can cover part of the spend depending on current calls. Check eligibility before signing the quote.
Let's scope your project. Tell us your number of lines, assets and users: we will price a CMMS between EUR 35,000 and 70,000 with a 4 to 6 month rollout. 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.
