The verdict in three sentences
A custom dealer extranet costs EUR 35,000 to 60,000 (excl. VAT) for a mid-sized manufacturer in Berlin, plus EUR 8,000 to 15,000 for the ERP connector. It pays back in under two years once the network exceeds 100 dealers, because it removes order re-keying and pricing errors. The hard part is not the interface but modelling negotiated price lists, which must be scoped before the first line of code.
Why email and Excel break down at 180 dealers
With 180 dealers, every order goes through three pairs of hands: the dealer sends a file, sales administration checks the applicable price, then re-keys it into the ERP. Average processing time reaches 3 working days, and around 4% of lines contain a price or part-number error. Dealers keep calling to ask about stock and delivery status.
A well-designed extranet reverses the flow: the dealer logs in, sees their catalogue at their price, orders online, and the order lands validated in the ERP.
| Indicator | Email + Excel | Custom extranet |
|---|---|---|
| Order processing time | 3 working days | 4 hours |
| Price or part-number error rate | 3 to 5% | under 0.5% |
| Sales admin workload (180 dealers) | 4 FTE | 2.5 FTE |
| Where is my order calls | 25 to 40 per day | 5 to 8 per day |
| Stock visibility for dealers | none | real time |
| Applying the 14 price lists | manual | automatic |
2026 budget: what each line covers
The price depends mainly on three variables: the complexity of pricing rules, the depth of ERP integration and the number of roles (dealer, sales rep, order desk, management). Here is a realistic breakdown, as a 2026 order of magnitude for a German agency or a nearshore team managed from Berlin.
| Item | Range excl. VAT | Comment |
|---|---|---|
| Discovery, workshops, wireframes | EUR 4,000 to 7,000 | 2 to 3 weeks, essential for pricing |
| Catalogue, search, product pages | EUR 7,000 to 12,000 | variants, technical documents, PDFs |
| Negotiated pricing engine (14 lists) | EUR 8,000 to 14,000 | family discounts, free shipping, quantity tiers |
| Cart, ordering, quotes, reorders | EUR 8,000 to 13,000 | quick order by part number, CSV import |
| Sales rep area and dashboard | EUR 5,000 to 9,000 | per-dealer tracking, revenue, follow-ups |
| QA, security, go-live | EUR 3,000 to 5,000 | load tests, SSO, logging |
| ERP connector (SAP Business One) | EUR 8,000 to 15,000 | stock, prices, orders, invoices |
| Maintenance and enhancements | EUR 600 to 1,200/month | hosting, fixes, small changes |
An off-the-shelf B2B SaaS usually costs EUR 800 to 2,500 per month, but often struggles with specific pricing rules and charges the ERP connector separately. Custom development makes sense when price lists are numerous or orders include technical configurations.
The scoping points that derail projects
Three topics explain most overruns. First, pricing: list the 14 price lists, their exceptions and the priority rule when two discounts stack. Second, the source of truth: price and stock must come from the ERP, never from a hand-maintained copy. Third, adoption: an extranet dealers do not use earns nothing, hence the value of quick ordering by part number and a 1 to 2% discount on online orders in year one.
Mini case study
Thomas, sales director of a materials-handling equipment manufacturer near Berlin, manages 180 dealers and about 9,000 orders a year. His project: an extranet at EUR 48,000 plus a SAP Business One connector at EUR 11,000, so EUR 59,000 of investment, and EUR 900 per month of maintenance (EUR 10,800 per year).
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Estimated annual gains: 1.5 FTE of order administration redeployed to business development, about EUR 66,000 fully loaded, and pricing-error credit notes falling from 4% to 0.5% across 9,000 orders, about EUR 14,000. Total: EUR 80,000 of gains against EUR 10,800 of recurring costs, a payback in 10 to 11 months.
FAQ
How much does a dealer extranet cost a manufacturer in 2026?
Budget EUR 35,000 to 60,000 for the application and EUR 8,000 to 15,000 for the ERP connector. Maintenance runs between EUR 600 and 1,200 per month depending on volume and enhancements.
How long does it take?
A project of this kind takes 3 to 5 months, including 2 to 3 weeks of discovery. A one-month pilot with 10 to 15 dealers sharply reduces risk before opening to all 180.
Can we have different prices per dealer?
Yes, that is the core of the project: each account is linked to one or more price lists, with family discounts and quantity tiers. A typical manufacturer's 14 lists can be modelled for EUR 8,000 to 14,000.
Do we need to replace our ERP?
No, the extranet plugs into the existing ERP via API or scheduled file exchanges. SAP Business One, Sage and Microsoft Dynamics are commonly connected in 2 to 4 weeks of development.
How do we get dealers to order online?
Quick ordering by part number, stock visibility and a 1 to 2% discount on online orders in year one are often enough to reach 60 to 70% adoption within six months.
Let's scope your project. Send us your dealer count, price lists and ERP: we will price a pilot scope, an indicative budget and a 3 to 5 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.
