The verdict in three sentences
For a factory in Berlin equipped with 180 machines, a custom CMMS costs EUR 30,000 to 55,000 excluding VAT and is deployed in 14 weeks. The return comes almost entirely from fewer unplanned stoppages, from 9 % down to a 5 % target, or about EUR 120,000 of production protected per year. Custom software makes sense when off-the-shelf CMMS requires heavy configuration or a per-user price that explodes once production teams join.
What a custom CMMS includes and what it costs
A CMMS that works on the shop floor fits in six building blocks. The classic trap is buying fifty features and using eight. A custom build starts from real breakdowns: the 20 machines causing 70 % of stoppages get their preventive plans first.
| Module | Function | Share of budget | 2026 range (EUR excl. VAT) |
|---|---|---|---|
| Preventive maintenance | Plans per machine, triggered by calendar or running hours | 25 % | 7,500 to 13,750 |
| Mobile work requests | QR code on each machine, photo of the fault, tracking from a smartphone | 20 % | 6,000 to 11,000 |
| Spare parts stock | Minimum levels, critical parts, reservation per job | 20 % | 6,000 to 11,000 |
| History and KPIs | MTBF, MTTR, downtime per line, cost per machine | 15 % | 4,500 to 8,250 |
| Integrations | ERP for purchasing, counters pulled from PLCs | 10 % | 3,000 to 5,500 |
| Migration, testing, training | Import of 2 to 3 years of Excel history, technician training | 10 % | 3,000 to 5,500 |
The low end suits a plant starting with calendar-based triggers and file-based ERP integration. The high end adds automatic counter reading from PLCs and synchronised spare part orders with the ERP.
Off-the-shelf or custom CMMS: the five-year cost
| Criterion | Excel and whiteboard | Off-the-shelf SaaS CMMS | Custom CMMS |
|---|---|---|---|
| Upfront cost | EUR 0 | EUR 5,000 to 10,000 of configuration | EUR 30,000 to 55,000 |
| Annual cost | Lost time, repeated failures | EUR 40 to 90 per user per month, or EUR 12,000 to 27,000 for 25 users | Maintenance of EUR 4,500 to 8,250 |
| Cumulative 5-year cost | Hidden but real | EUR 65,000 to 145,000 | EUR 52,500 to 96,250 |
| Adding production users | Free | Paid per account | Free |
| Fit with plant routines | Low | Medium, needs adapting | Full |
| Ownership of data and code | Yes | No | Yes |
The maths flips as soon as management wants line operators to report breakdowns themselves: 60 extra operators on a per-seat licence quickly cost more than the development.
KPIs to track during the first year
| Indicator | Starting point | 12-month target |
|---|---|---|
| Unplanned downtime | 9 % of operating time | 5 % |
| Mean time to repair (MTTR) | 3.5 hours | 2.2 hours |
| Preventive work done on time | 55 % | 90 % |
| Critical part stock-outs | 14 per year | 3 per year |
| Spare parts inventory | EUR 420,000 | EUR 360,000 |
| Admin time per technician | 6 hours per week | 2 hours per week |
These targets are 2026 orders of magnitude seen at industrial sites of similar size. They depend on one simple condition: every job must be closed in the tool, which requires mobile entry in under 60 seconds.
Mini case study
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Jonas, maintenance manager at a processing plant in Berlin, leads 8 technicians and 180 machines. Unplanned stoppages represent 9 % of operating time. Each point of downtime avoided protects about EUR 30,000 of production margin a year: moving to 5 % is worth EUR 120,000. The CMMS is quoted at EUR 45,000 plus EUR 6,750 of annual maintenance. On protected production alone, payback takes 4.5 months. On top of that, the lower spare parts stock releases EUR 60,000 of cash once, and the 4 admin hours saved per technician each week, or 1,440 hours a year, go back into preventive work.
FAQ
Does the CMMS work in a workshop with poor coverage?
Yes. The mobile app works offline and syncs jobs once the network is back. This prevents lost entries in dead zones, which exist in 30 to 40 % of workshops.
Can the CMMS connect to PLCs and sensors?
Yes, to trigger preventive work on running hours or a vibration threshold. Plan EUR 5,000 to 12,000 depending on the number of connected machines and PLC protocols.
How is existing history migrated?
We import 2 to 3 years of history from Excel or the old tool, typically 4,000 to 8,000 jobs. Migration is included in the budget and takes about one week.
Where is the data hosted?
In Germany or elsewhere in the EU, with a certified host, for EUR 150 to 400 a month depending on volume. Backups run daily and access rights follow roles (technician, team lead, management).
Is public funding available?
Some regional and federal digitalisation programmes can cover part of the spend for SMEs. Amounts vary with company size, so the safest move is to check eligibility with the IHK or the funding bank before signing.
Let's scope your project. Send us your machine list, downtime rates and current tools, and we will price a CMMS between EUR 30,000 and 55,000 with a 14-week schedule and a measurable downtime target. 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.
