The verdict in three sentences
For a 180-employee plant in Berlin where one hour of unplanned downtime costs 4,500 EUR, a custom CMMS at 30,000 to 70,000 EUR (excl. VAT) pays back within months if it cuts downtime by 20%. An off-the-shelf CMMS at 50 to 120 EUR per user per month remains a fit for a simple asset base and a team happy with standard screens. Custom makes sense when technicians must log a job in 20 seconds on the shop floor and KPIs must match your lines, not a generic model.
What your downtime costs today
Most plants of this size still run maintenance on a mix of spreadsheets, paper logs and senior staff memory. MTBF is barely measured, preventive work slips, and critical parts run out at the worst moment.
| Indicator | Typical 2026 situation | Estimated annual cost |
|---|---|---|
| Unplanned downtime hours | 120 to 200 h per year | 540,000 to 900,000 EUR |
| Share of preventive work actually done | 55 to 70% | avoidable breakdowns |
| Time spent finding a part in stores | 15 to 40 minutes | 600 technician hours per year |
| Critical parts out of stock | 4 to 8 times a year | stoppages extended by 6 to 48 h |
| Dead stock of spare parts | 15 to 25% of stock value | 60,000 to 120,000 EUR tied up |
| Work orders logged after the fact | 30 to 50% | unreliable history |
On 150 hours of downtime per year, a 20% reduction means 30 hours, i.e. 135,000 EUR saved. That is the benchmark for judging any CMMS budget.
Off-the-shelf or custom CMMS: the numbers
| Criterion | Off-the-shelf CMMS | Custom CMMS |
|---|---|---|
| Upfront cost | 2,000 to 10,000 EUR setup | 30,000 to 70,000 EUR |
| Recurring cost for 25 users | 50 to 120 EUR per user per month, i.e. 15,000 to 36,000 EUR per year | 5,000 to 10,000 EUR per year |
| Shop-floor logging | Generic app, 6 to 10 screens | QR scan, work order in 3 fields |
| Preventive plans | Calendar or meter-based | Calendar, meter, PLC data |
| MTBF, MTTR, OEE | Standard reports | By line, shift and asset family |
| ERP and stock integration | Paid connectors | Dedicated interface, automatic reorder |
| Deployment time | 1 to 3 months | 3 to 5 months |
Over 5 years, an off-the-shelf CMMS costs 77,000 to 190,000 EUR for 25 users. Custom comes to 55,000 to 120,000 EUR in total, and you own it.
The modules that cut downtime
| Module | Indicative budget | Expected effect |
|---|---|---|
| Asset register and QR codes | 4,000 to 8,000 EUR | Full history in one scan |
| Preventive maintenance plans | 6,000 to 12,000 EUR | Preventive completion up to 90% |
| Mobile work orders | 5,000 to 10,000 EUR | Real-time logging, reliable MTTR |
| Spare parts stock and reorder points | 6,000 to 14,000 EUR | Critical stock-outs divided by 3 |
| MTBF, MTTR and cost dashboards | 5,000 to 12,000 EUR | Evidence-based replacement decisions |
| PLC counter feed (OPC UA, MQTT) | 4,000 to 14,000 EUR | Condition-based maintenance |
A first phase (assets, QR codes, preventive, mobile work orders) starts at 30,000 EUR and rolls out in 12 weeks on a pilot line.
Mini case study
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Jonas, maintenance manager at a 180-employee plant in Berlin, oversees 420 assets with a team of 12 technicians. The plant logged 160 hours of unplanned downtime in 2025. He invests 48,000 EUR in a custom CMMS plus 7,000 EUR of annual maintenance. After a year, preventive completion rises from 62% to 88% and downtime drops by 22%, i.e. 35 hours avoided: 157,500 EUR. Dead stock falls by 30,000 EUR. First-year gain: about 187,500 EUR for 55,000 EUR of cost. Payback in about 4 months.
FAQ
How much does a custom CMMS cost for a plant in 2026?
For 150 to 300 employees and 300 to 600 assets, budget 30,000 to 70,000 EUR. Maintenance and hosting add 5,000 to 10,000 EUR a year.
Can technicians use it without network coverage on the shop floor?
Yes, the mobile app works offline and syncs as soon as Wi-Fi returns. This is often what lifts real-time logging from 50% to over 90%.
Can we pull data from our PLCs?
Yes, via OPC UA or MQTT to feed running hours, cycles or alarms. This module costs 4,000 to 14,000 EUR depending on the number of connected machines.
How do we migrate existing history?
Assets, task lists and work orders from spreadsheets are imported at project start. Allow 3 to 6 days of data cleaning for 400 assets.
Can the CMMS connect to our ERP?
Yes, for items, purchasing and cost centres. The interface usually accounts for 4,000 to 10,000 EUR of the budget.
Let's scope your project. Share your number of assets, technicians and hourly downtime cost for a scope between 30,000 and 70,000 EUR, with a pilot line live in 12 weeks. 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.
