The verdict in three sentences
For a 180-employee plant in Berlin, a custom CMMS costs between EUR 35,000 and 80,000 excluding VAT in 2026, while a market tool costs EUR 50 to 120 per technician per month. Custom makes sense when your lines have specifics (sensors, hygiene cleaning cycles, format changeovers) that standard tools handle poorly. The real decision driver is the cost of one hour of downtime, between EUR 3,000 and 15,000 in food processing.
Off-the-shelf CMMS or custom CMMS: 2026 figures
A CMMS (computerized maintenance management system) centralizes equipment, work orders, spare parts and preventive maintenance plans. Choosing between a subscription and a dedicated build depends on the size of the maintenance team and the level of integration you need with production.
| Criterion | Off-the-shelf SaaS CMMS | Custom CMMS |
|---|---|---|
| Upfront cost | EUR 2,000 to 8,000 (configuration) | EUR 35,000 to 80,000 |
| Recurring cost | EUR 50 to 120 per technician per month | EUR 400 to 1,200 per month (hosting, maintenance) |
| 5-year cost, 15 technicians | EUR 45,000 to 108,000 | EUR 59,000 to 152,000 |
| Time to go live | 4 to 8 weeks | 3 to 6 months |
| PLC and sensor integration | Limited, often extra | Native, based on your protocols |
| Code and data ownership | Vendor | Plant |
| Fit with food safety procedures | Generic fields | Dedicated workflows |
Over five years the total cost gap narrows sharply. For 15 technicians, high-end SaaS and entry-level custom cross at around EUR 100,000. The difference then comes down to functional fit and the ability to evolve the tool without depending on a vendor roadmap.
What a custom CMMS includes and what each module costs
Budget depends mostly on functional scope. Here is a typical breakdown for a food plant with 4 to 6 lines, as a 2026 order of magnitude.
| Module | Function | Indicative budget excl. VAT |
|---|---|---|
| Asset register | Site, line, machine, component tree, QR codes | EUR 5,000 to 9,000 |
| Preventive maintenance | Plans by running hours, cycles or calendar | EUR 7,000 to 14,000 |
| Technician mobile app | Work orders, photos, signature, offline mode | EUR 8,000 to 18,000 |
| Spare parts inventory | Minimum thresholds, reservations, supplier links | EUR 4,000 to 9,000 |
| Sensor and PLC connection | Counters, alarms, automatic work orders | EUR 6,000 to 16,000 |
| Dashboards | MTBF, MTTR, availability rate, cost per line | EUR 3,000 to 8,000 |
| Regulatory traceability | HACCP history, IFS and BRC audits | EUR 2,000 to 6,000 |
A first phase at EUR 35,000 usually covers the asset register, preventive plans, the mobile app and dashboards. PLC connections and advanced traceability come in a second phase, so you start fast and spread the investment.
The calculation that decides: the cost of unplanned stops
In food processing, a line stop costs lost output, perishable raw materials, idle operator hours and sometimes retailer penalties.
| Indicator | Before a structured CMMS | Target after 12 months |
|---|---|---|
| Unplanned stops per month | 8 hours | 5.6 to 6.4 hours (20 to 30% fewer) |
| Average cost of one hour of downtime | EUR 6,000 | EUR 6,000 |
| Monthly downtime cost | EUR 48,000 | EUR 33,600 to 38,400 |
| Share of preventive maintenance | 30 to 40% | 60 to 70% |
| Logging time per work order | 15 minutes on paper | 4 minutes on mobile |
A 20% reduction frees about EUR 9,600 per month, or EUR 115,000 per year. That is the argument the finance team expects.
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Mini case study
Jonas, maintenance manager at a 180-employee ready-meals plant on the outskirts of Berlin, runs 14 technicians and 5 lines. He records 7 hours of unplanned downtime per month at EUR 5,000 per hour, so EUR 35,000 monthly. He launches a custom CMMS at EUR 52,000 with a mobile app and preventive plans, plus EUR 700 per month for maintenance. Targeting 22% fewer stops, he saves EUR 7,700 per month. Payback comes after about 7 months (52,000 divided by EUR 7,000 net monthly), and the net annual gain exceeds EUR 84,000 from year two.
FAQ
How much does a custom CMMS cost for a manufacturing SME in Berlin?
Budget EUR 35,000 to 80,000 excluding VAT depending on modules and integrations. A functional first phase starts around EUR 35,000, then EUR 400 to 1,200 per month for hosting and maintenance.
How long does it take to roll out a dedicated CMMS?
Plan 3 to 6 months, including 3 to 4 weeks of scoping with technicians. Loading the asset base, often 500 to 2,000 machines and components, takes 2 to 3 weeks on its own.
Can technicians work without network coverage in the plant?
Yes, the mobile app works offline and syncs work orders when Wi-Fi returns. Offline mode adds about EUR 3,000 to 5,000 to the mobile budget.
Can a custom CMMS connect to our PLCs?
Yes, through common protocols (OPC UA, Modbus) or your existing SCADA. Budget ranges from EUR 6,000 to 16,000 depending on the number of lines and signals.
Is public funding available for the project?
Some German federal and Berlin state digitalization programs cover part of SME digital projects, often 20 to 50% depending on eligibility. Check conditions with the relevant funding bodies before signing.
Let's scope your project. Send us your number of lines, technicians and monthly downtime hours: we will price a first CMMS phase between EUR 35,000 and 80,000 with a 3 to 6 month schedule. 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.
