EHS Risk Assessment and PPE Tracking App: Custom Build Cost (2026)

The verdict in three sentences

In France, the workplace risk assessment document (DUERP) is mandatory from the first employee, must be updated at least once a year from 11 employees and kept for 40 years since the 2021 occupational health law; the UK, Canada and US OSHA rules impose comparable written assessments. An off-the-shelf EHS software at EUR 3,000 to 12,000 a year works if your organisation fits a standard model, while a custom app at EUR 25,000 to 45,000 excl. VAT makes sense when the risk assessment, action plan and PPE issuance must live on tablets in workshops and across several sites. The fine for non-compliance during a labour inspection is modest, but the cost becomes heavy after an accident.

What the app must cover

A useful risk assessment is not a frozen PDF: it splits the company into work units, scores each risk (frequency, severity, control), feeds an annual prevention programme (mandatory in France from 50 employees) and links to the PPE issued.

5-year cost comparison

Custom becomes cost-effective when the software charges a licence for every team leader: 40 users at EUR 30 a month means EUR 14,400 a year, more than the depreciation of a dedicated app over 4 years. In North America, comparable EHS suites run USD 4,000 to 15,000 a year, and a custom build USD 30,000 to 55,000.

The cost of non-compliance

In France, a missing or outdated risk assessment carries a EUR 1,500 fine, rising to EUR 3,000 for repeat offences. The real risk lies elsewhere: after an accident, an incomplete assessment underpins a finding of the employer's inexcusable fault, with increased pension and additional compensation for the victim, often tens of thousands of euros. For PPE, inspectors can issue a formal report, and missing traceability makes it impossible to prove the equipment was supplied and replaced.

Mini case study

Thomas, EHS manager of a food processing company in Rennes (280 employees, 2 sites, 14 work units), spent 18 days a year updating the risk assessment and 4 hours a week managing PPE (safety shoes, cut-resistant gloves, hearing protection). The shortlisted software cost EUR 9,600 a year with 25 licences, i.e. EUR 48,000 over 5 years. He chooses a custom app at EUR 38,000 excl. VAT plus EUR 4,000 a year: EUR 58,000 over 5 years, but with locker-room issuance scanning and automatic supplier orders. Gain: 10 days a year on the assessment and 3 hours a week on PPE, about 25 days a year at EUR 350 per day, EUR 8,750. PPE purchases fall by 12 % thanks to replacement tracking (on EUR 45,000 a year, EUR 5,400). The EUR 10,000 difference is recovered in under a year.

FAQ

Must the French risk assessment be filed online in 2026?

The 2021 law provides for electronic filing on a digital portal, rolled out in stages by company size. An app that exports a timestamped PDF for each version prepares you for this without re-entry.

How much does a custom risk assessment and PPE app cost?

Allow EUR 25,000 to 45,000 excl. VAT depending on sites, work units and offline use. Hosting and maintenance add EUR 3,000 to 6,000 a year.

Does the app work without network in a workshop or cold room?

Yes, in offline mode on tablets, syncing as soon as the network returns. This mode accounts for about EUR 4,000 to 7,000 of the budget.

Can the works council view the assessment in the app?

Yes, with read access and version history. In France the works council must be consulted on the assessment and its updates, and the app keeps a record of that consultation.

Can we migrate our current Excel risk assessment?

Yes, migrating 10 to 30 work units usually takes 3 to 5 days. Historical scores are kept as the first archived version.

Let's scope your project. Share your number of sites, work units and employees equipped with PPE, and we will price an app between EUR 25,000 and 45,000 with a 12 to 16-week schedule. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.