The verdict in three sentences
A dealer extranet with negotiated pricing costs between CAD 40,000 and 110,000 in 2026 for a Toronto-area manufacturer running a network of 200 to 2,000 dealers. The line item that breaks budgets is not the interface but keeping pricing conditions in sync with the ERP, which should be scoped separately at CAD 7,000 to 22,000 for Sage, Epicor or SAP Business One. Plan for 4 to 6 months of delivery and annual maintenance of 15 to 20% of the initial cost to keep displayed prices accurate.
What a negotiated pricing extranet covers
Each dealer logs in and sees its own catalog, net prices calculated from its terms (base discount, discounts by product family, special prices per SKU, freight thresholds), its credit balance, its orders and its invoices. The sales director's goal is easy to state: stop the orders sent by email or PDF that inside sales re-keys, and the pricing disputes that follow.
The budget depends mainly on the number of pricing rules and the depth of the ERP integration. Here is the usual breakdown of a custom build in Ontario.
| Functional block | Role | Indicative 2026 budget (CAD) |
|---|---|---|
| Single sign-on and multi-user dealer accounts | A buyer, an accountant and an owner per account, with separate rights | 5,000 to 12,000 |
| Negotiated pricing engine | Price lists, cascading discounts, net prices, dated promotions | 9,000 to 28,000 |
| Catalog and availability | Product pages, stock per warehouse, lead times | 6,000 to 15,000 |
| Cart and ordering | Quick order by SKU, CSV import, approval above a threshold | 6,000 to 18,000 |
| Document area | Invoices, packing slips, credit notes, spec sheets | 3,000 to 9,000 |
| ERP connector | Customers, prices, stock, orders and invoices both ways | 7,000 to 22,000 |
| Inside sales dashboard and dealer analytics | Online order rate, abandoned carts, top dealers | 4,000 to 12,000 |
Not every block is needed in the first release. A network of 300 dealers can start with an hourly ERP file export, then move to a real-time connector when volume justifies it.
Three project levels by network size
| Profile | Dealers | Scope | Budget (CAD) | Timeline | Annual maintenance (15 to 20%) |
|---|---|---|---|---|---|
| Core | 200 to 400 | Catalog, net prices, ordering, file-based ERP sync | 40,000 to 55,000 | 4 months | 6,000 to 11,000 |
| Intermediate | 400 to 1,000 | Core, real-time ERP connector, SSO, document area | 55,000 to 85,000 | 5 months | 8,250 to 17,000 |
| Advanced | 1,000 to 2,000 | Intermediate, multi-warehouse, online negotiated quotes, carrier APIs | 85,000 to 110,000 | 6 months | 12,750 to 22,000 |
These ranges are 2026 estimates observed on the Toronto market for agencies and IT services firms. They include design, development, acceptance testing and go-live, excluding ERP licenses.
For reference, the Kolonell grid for custom applications runs from FCFA 2.5M to 15M and above (EUR 3,810 to 22,870 and above) depending on complexity. A negotiated pricing extranet falls in the complex tier, from FCFA 7M (EUR 10,670), with the final quote depending on the ERP connector and the number of pricing rules.
Custom build, ERP module or B2B subscription platform?
| Option | Upfront cost | Recurring cost | Strength | Limitation |
|---|---|---|---|---|
| ERP portal module | CAD 4,500 to 15,000 | License per user | Native data | Dated UX, little customization |
| B2B SaaS platform | CAD 7,500 to 30,000 setup | CAD 750 to 3,700 per month | Fast start | Weak on complex pricing rules |
| Custom extranet | CAD 40,000 to 110,000 | Maintenance 15 to 20% per year | Fits your commercial terms | Heavier upfront investment |
| Custom on an open source base | CAD 30,000 to 75,000 | Maintenance 15 to 20% per year | Good cost and flexibility balance | Depends on the base chosen |
| Status quo, email and PDF | CAD 0 | Inside sales time and disputes | No project | Pricing errors, frustrated dealers |
Custom makes sense when your commercial terms are your competitive edge: discounts per family and per dealer, negotiated project pricing, annual contracts with tiers. If 90% of your dealers share the same price list, a SaaS platform is often enough.
Mini case study
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Mark, VP Sales at a heating equipment manufacturer in Mississauga (illustrative profile), runs 650 dealers. His inside sales team of 4 re-keys 1,200 orders a month at 6 minutes each, or 120 hours monthly.
- Intermediate project: CAD 70,000, plus CAD 12,000 maintenance in year one, for CAD 82,000.
- Target: 70% of orders placed online, saving 84 hours of data entry per month. At a loaded cost of CAD 50 per hour, that is CAD 4,200 a month, CAD 50,400 a year.
- Pricing disputes: 2% of orders lead to an average credit note of CAD 270, around CAD 77,760 a year. A 40% drop thanks to displayed net prices saves CAD 31,100.
Estimated annual gain: CAD 81,500 for CAD 82,000 invested in year one. Payback lands around month twelve, after which the tool only costs its maintenance.
FAQ
How long does it take to load existing price lists?
Allow 2 to 4 weeks of analysis for a 500-dealer network, often more if discounts live in Excel files outside the ERP. This phase accounts for 10 to 15% of the budget and drives the accuracy of displayed prices.
Can we launch without a real-time ERP connector?
Yes, an hourly file sync is enough for a first wave of 200 to 400 dealers. It saves CAD 7,000 to 15,000 at launch, provided the architecture is ready for the connector.
What maintenance budget should we plan after go-live?
The market charges 15 to 20% of the build cost per year, CAD 10,500 to 14,000 for a CAD 70,000 project. This covers fixes, security updates and small improvements.
How do we keep confidential prices hidden between dealers?
Every request must filter data by dealer account on the server side, never only in the interface. A penetration test before launch, CAD 7,000 to 25,000, checks that one dealer cannot read another's terms.
Do dealers need a mobile app?
Rarely at first: a responsive extranet covers 90% of use cases, including ordering on a tablet in store. A PWA version adds CAD 4,500 to 12,000 if the need is confirmed.
Let's scope your project. Send us your number of dealers, your ERP and your discount rules: we will quote the scope, an indicative budget and a go-live 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.
