The verdict in three sentences
For a site of 45,000 m² and 12 service providers, custom facility management software makes sense when requests arrive by email, phone and sticky note, and nobody knows whether contractual SLAs are met. A single service desk, combined with an asset inventory and per-provider KPIs, lets you renegotiate contracts on facts and capture around 12% savings. As a 2026 order of magnitude, such a project costs 50,000 to 90,000 EUR on the Dutch market.
The starting point: 3,500 tickets and no control
The facility manager of a mixed office and tech campus in Amsterdam Zuidas or Sloterdijk oversees hard services, cleaning, reception, security, landscaping, catering and a set of smaller contracts (lifts, automatic doors, access control, waste). About 3,500 requests come in every year. Part is handled in the hard services provider's tool, the rest in a shared inbox. The result: no reliable response time measurement, contractual penalties never applied, and occupants chasing the same request three times.
| Indicator | Current situation | With a single service desk |
|---|---|---|
| Request channels | Email, phone, provider tool | Portal, QR code per room, parsed email |
| Average response time | Unknown | Measured per provider and priority |
| SLA compliance | Estimated at 70% | Monthly tracking, 95% target |
| Contractual penalties applied | 0 EUR | Calculated automatically |
| Asset inventory | Partial spreadsheet | 2,800 located assets |
| Occupant satisfaction | Not measured | Rating at ticket closure |
Off-the-shelf or custom
Market CAFM and IWMS platforms, well established in the Netherlands, cover technical maintenance well. They struggle on multi-provider sites: each provider wants its own tool, SLAs differ per contract, and management wants one dashboard to compare them. Custom software makes sense when you keep providers on their tools and build only the control layer, with connectors. Dutch buyers often also require NEN 2767 condition scores and NEN 2580 floor area data, which a custom model can store natively.
| Scope | Content | 2026 market budget | Timeline |
|---|---|---|---|
| Single service desk | Portal, QR codes, routing to providers | 50,000 to 60,000 EUR | 10 to 12 weeks |
| + SLA control | Times per contract, penalties, reports | 60,000 to 70,000 EUR | 14 to 16 weeks |
| + Inventory and planned maintenance | Assets, plans, statutory inspections | 70,000 to 82,000 EUR | 18 to 20 weeks |
| + Provider connectors | APIs to 2 to 4 external tools | 82,000 to 90,000 EUR | 22 to 24 weeks |
| Equivalent CAFM platform | Licences and configuration | 20,000 to 40,000 EUR per year | 8 to 12 weeks |
Kolonell's custom application grid is public: simple from 2,500,000 to 4,000,000 FCFA (3,810 to 6,100 EUR), medium from 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR), complex from 7,000,000 to 15,000,000+ FCFA (10,670 to 22,870+ EUR). A service desk with SLA control sits in the medium band, the version with inventory and connectors in the complex band. Maintenance at 35,000, 75,000 or 120,000 FCFA per month (53, 114 or 183 EUR). See our web applications offer.
The features that pay
Three features carry most of the return. QR codes per room cut mislocated requests, often 15 to 20% of tickets and as many wasted trips. Automatic penalty calculation turns dormant clauses into negotiating leverage. Asset inventory with intervention history reveals equipment that costs more in repairs than in replacement. Tracking statutory inspections (electrical NEN 3140, fire safety, lifts) also secures the owner's liability.
How to phase the project
Start with the service desk and QR codes, because occupants see the change immediately and ticket data starts accumulating. After three months of data, configure SLAs contract by contract and share the first monthly reports with providers before applying any penalty. Inventory and connectors follow, ideally timed with the next contract renewal so the new requirements can be written into the tender.
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Sanne, facility manager of a 45,000 m² campus in Amsterdam, runs 12 contracts totalling 2,400,000 EUR per year. With 12 months of measured SLA data, she renegotiates three contracts and applies the agreed penalties: 12% savings on 1,250,000 EUR, or 150,000 EUR per year. QR codes remove 600 wasted call-outs a year at 55 EUR each: 33,000 EUR. Total: 183,000 EUR per year for a 75,000 EUR project, paid back in about 5 months.
FAQ
Do providers have to use the software?
No. Tickets can be pushed to providers' tools via API or structured email. Only ticket closure needs to come back, which is enough to measure SLAs.
How fast can the service desk go live?
The portal and QR codes are live in 10 to 12 weeks. SLA control follows 4 weeks later, once contracts are configured.
Can it track statutory inspections?
Yes. Each asset carries its deadlines (NEN 3140 electrical checks, fire safety, lifts) with alerts 60 and 30 days ahead. Inspection reports are attached to the record.
Does it handle several sites?
Yes, the site, building, floor, room structure is built in from day one. Adding a second 20,000 m² site mostly means importing its inventory.
Where is the data hosted?
Hosting in the Netherlands or the EU is recommended, with daily backups and GDPR-compliant processing. Hosting usually stays under 350 EUR per month at this volume.
Let's scope your project. Tell us your floor area, providers and current tools, and we will define a phased scope and timeline. 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.
