The verdict in three sentences
With 280 technicians and several hundred certificates to renew each year, an Excel sheet can no longer guarantee that nobody works with an expired electrical authorisation or equipment operator licence. A custom platform costs EUR 25,000 to 45,000 and pays for itself by preventing a single site stoppage or one major non-conformity in a safety management audit. The real gain is management's legal liability, which no longer hangs on a badly updated cell.
What the platform must track in 2026
In industrial electrical work, each technician holds 4 to 6 certificates on average, each with its own expiry date.
| Certificate or obligation | Typical validity | Indicative 2026 renewal cost | Risk if expired |
|---|---|---|---|
| Electrical work authorisation (LV/HV levels) | Refresher every 3 years recommended | EUR 350 to 650 per employee | Removed from site, employer liability after an accident |
| Mobile elevated work platform licence | 5 years | EUR 450 to 900 | Not allowed to operate, client access denied |
| Forklift operator licence | 5 years | EUR 400 to 850 | Same |
| Work at height | 3 years recommended | EUR 250 to 450 | Safety audit non-conformity |
| First aid | 24 months | EUR 150 to 250 | Not enough first aiders on site |
| Medical surveillance | 2 to 4 years depending on role | Occupational health provider | Fitness not proven |
| Employer authorisation to operate | Tied to licence and fitness | Internal | Employer liability |
For 280 technicians, that is 1,200 to 1,600 expiry dates to track, more than 30 renewals per month.
The cost of a custom platform
| Module | Scope | 2026 budget excl. tax |
|---|---|---|
| Employee and certificate register | Import from the HRIS, certificate catalogue per trade | EUR 4,000 to 7,000 |
| Expiry alerts | Alerts at 90, 60 and 30 days to employee, manager and HSE | EUR 3,000 to 5,000 |
| Certificate scanning | Mobile photo, automatic date reading, archiving | EUR 4,000 to 8,000 |
| Training scheduling | Link with training providers, notices | EUR 3,000 to 6,000 |
| Site dashboard | Who can work where, alerts before assignment | EUR 5,000 to 9,000 |
| Audit and client exports | PDF file per employee or per site in one click | EUR 2,500 to 5,000 |
| Site supervisor mobile app | QR code certificate check on site | EUR 3,500 to 5,000 |
Total: EUR 25,000 to 45,000, delivered in 3 to 4 months. Hosting and maintenance: EUR 300 to 600 a month. Off-the-shelf tools often charge EUR 4 to 9 per employee per month, i.e. EUR 13,000 to 30,000 a year for 280 people, with less flexibility on your business rules.
What you avoid, in figures
| Event avoided | Indicative 2026 cost |
|---|---|
| One-day site stoppage at an industrial client | EUR 8,000 to 25,000 (idle crew, penalties) |
| Major non-conformity in a safety audit | Possible loss of certification and contracts |
| Accident with an expired certificate | Employer liability, regulatory prosecution |
| HSE time spent on Excel | 1 to 2 days per week |
| Last-minute refresher courses | 20 to 40% surcharge on sessions |
Mini case study
Wei Ling, HSE manager at an industrial electrical contractor in Singapore, tracks 280 technicians in three Excel files and spends 1.5 days a week on it. She approves a EUR 38,000 platform with EUR 450 monthly maintenance.
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Estimated annual gains: 1 day a week freed, i.e. 46 days × EUR 380 loaded cost = EUR 17,500; no more last-minute refreshers, about 30 sessions a year with EUR 150 surcharge avoided = EUR 4,500; one site stoppage avoided at EUR 12,000. Total: EUR 34,000 a year, for a payback of about 15 months, before counting safer audits.
FAQ
How much does a custom certification tracking platform cost?
Between EUR 25,000 and 45,000 in 2026 for 100 to 500 employees. A core with register, alerts and dashboard starts around EUR 15,000.
Does the platform connect to our HRIS?
Yes, through import or API depending on your tool, for EUR 2,000 to 6,000. Joiners and leavers are then synchronised automatically.
Can site supervisors check a certificate on site?
Yes, the mobile app shows a technician's valid certificates in under 5 seconds via a QR code, even on a weak connection.
Is medical data protected?
The platform only stores fitness status and the next check date, never medical content. Access is restricted by role, with hosting in the region of your choice.
How long does it take to migrate our Excel files?
Migrating 1,200 to 1,600 expiry dates usually takes 1 to 2 weeks, including a check of missing or inconsistent certificates.
Let's scope your project. Tell us your headcount, the certificates you track and your HRIS: we will price a platform between EUR 25,000 and 45,000 delivered in 3 to 4 months. 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.
