The verdict in three sentences
In Berlin in 2026, an off-the-shelf ERP fits when your processes resemble your sector's standards, for 80 000 to 250 000 EUR to deploy plus licenses at 60-150 EUR/user/month. Custom software (70 000 to 180 000 EUR + 12 % maintenance) wins when your competitive edge rests on a specific process an ERP would force you to distort. The real question is not the entry price, it is 5-year TCO and process fit.
ERP vs custom: the 2026 costs
The two models have different cost structures. 2026 orders of magnitude (net).
| Criterion | Off-the-shelf ERP | Custom Kolonell |
|---|---|---|
| Initial deployment | 80 000 to 250 000 EUR | 70 000 to 180 000 EUR |
| Recurring cost | 60 to 150 EUR/user/month | 12 %/year maintenance |
| Time to implement | 8 to 14 months | 6 to 10 months |
| Process fit | 60 to 80 % (adaptation) | 95 to 100 % (to spec) |
| Cost of specifics | high (customs, upgrades) | included by design |
| Vendor lock-in | high | none (code delivered) |
The classic ERP trap is the hidden cost of specifics: every non-standard adaptation is paid to the integrator, then paid again at each version upgrade.
5-year TCO compared
For a 30-user plant, here is a 2026 total-cost-of-ownership simulation.
| Item (5 years) | ERP (licenses 110 EUR) | Custom |
|---|---|---|
| Deployment / build | 160 000 EUR | 140 000 EUR |
| Licenses / maintenance | 198 000 EUR | 84 000 EUR |
| Specifics and upgrades | 90 000 EUR | included |
| Training and change | 25 000 EUR | 20 000 EUR |
| Total 5-year TCO | 473 000 EUR | 244 000 EUR |
On this profile, custom comes out 48 % cheaper over five years, mainly because there is no per-seat license and no re-billing of specifics. ERP stays relevant if your volumes justify its ecosystem and broad functional coverage.
Quick decision grid
| Situation | Recommendation |
|---|---|
| Standard process, broad need (accounting, HR, procurement) | ERP |
| Competitive edge in a specific process | Custom |
| Under 20 users, tight budget | Targeted custom |
| International multi-site, heavy compliance | ERP |
| Need for fine MES / shop-floor tracking | Custom or dedicated module |
Mini case study
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Markus, manufacturing director at a components maker in Berlin (30 users), weighs an ERP at 473 000 EUR over 5 years against custom at 244 000 EUR. His critical need: shop-floor tracking (MES) the ERP covers only at 65 %, forcing 90 000 EUR of specifics. He picks custom: 229 000 EUR saved over 5 years, MES at 100 % fit to his flow, and delivery in 9 months instead of 13. Maintenance at 12 %/year (about 16 800 EUR) stays controlled and license-free per seat.
FAQ
Is custom always cheaper than an ERP?
No. Below 15-20 users with very broad needs (accounting, payroll, procurement, stock), an ERP mutualizes costs better. Custom wins when a specific process creates value.
What happens to my software if the agency disappears?
The source code is delivered and yours. You can hand maintenance to another team, which is impossible with a closed proprietary ERP.
Can we combine both?
Yes, it is common: ERP for standard support functions, custom for the core business (MES, planning, quality), linked by API.
What is the timeline for custom manufacturing software?
Between 6 and 10 months in Berlin in 2026, versus 8 to 14 months for a full ERP deployment with specifics.
How do we avoid budget overruns?
Scope an MVP on a pilot workshop, set a prioritized backlog and a bank of enhancement days. This avoids the tunnel effect and endless ERP specifics.
Let's scope your project. Describe your critical processes, user count and indicative budget, and we will settle ERP vs custom with a quantified TCO. 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.
