Facility Services SLA Tracking Software Cost in Dublin (2026)

The verdict in three sentences

Once a facility services company passes 50 client sites, spreadsheets become the main source of SLA penalties: forgotten work orders, statutory inspections done late, client reports rebuilt by hand every month. An off-the-shelf CAFM is enough if your contracts are standard, but as soon as each client imposes its own response times, KPIs and report format, custom software pays for itself. The right decision rests on 5-year total cost and on penalties avoided, not on the licence price.

Why spreadsheets break beyond 50 sites

Take a typical Dublin facility services firm: 60 client sites (offices in the Docklands, private clinics, logistics warehouses near the airport, schools), 300 staff across cleaning, hard services maintenance and front of house, around 1,200 service requests a month. Tracking lives in a dozen shared workbooks and a generic mailbox.

The symptoms never change. A request arrives by email on Friday evening, nobody triages it until Monday and the contractual 4-hour response is blown. Statutory inspections (fire extinguishers, lifts, electrical installations, legionella risk) sit in one tab that only the technical manager updates. At month end, an account manager spends two days building each key client's SLA report, and the figures are disputed because there are no reliable timestamps.

Off-the-shelf CAFM or custom build: 2026 cost comparison

CAFM platforms sold in Ireland and the UK usually charge per site per month, with an implementation fee that is often underestimated. Custom software needs a heavier upfront investment but removes the recurring licence and matches your actual contracts.

Custom makes sense when three conditions meet: heterogeneous contracts (response times, penalties and KPIs specific to each client), enough volume (over 40 sites or 800 requests a month) and a real intent to turn reporting into a selling point in public and private tenders.

The modules that actually reduce penalties

Effective facility software rests on five building blocks. A request portal lets the client report a fault from a QR code on the wall, with photo and location. An SLA engine computes the response and fix deadline for each request according to the contract, and alerts the supervisor at 50% then 80% of the allowed time. A field app works offline in basements and plant rooms, with client sign-off and before and after photos. A statutory inspection planner generates visits automatically at the legal frequency and stores certificates from accredited inspectors. Finally, an automatic client report consolidates SLA compliance, jobs and inspections every month in the format the client requires.

Linking to payroll (staff hours) and invoicing (out-of-scope works) removes double entry. Kolonell scopes this kind of project on quote, based on its custom application grid in the complex category (7,000,000 to 15,000,000+ FCFA, i.e. EUR 10,670 to 22,870+), with the final scope depending on modules and integrations. See our custom web applications offer.

Mini case study

Aoife, managing director of a facility services firm in Dublin, bills EUR 9 million a year in contracts. SLA penalties reached 2.5% of revenue, EUR 225,000 a year. After a custom platform goes live in 6 months, penalties fall by 50%, saving EUR 112,500 a year.

On time, her 4 account managers spent 2 days a month on client reports, 96 days a year. At a loaded day rate of EUR 380, that is EUR 36,480, 90% of which disappears with automated reporting: another EUR 32,830.

Total annual gain: about EUR 145,300. For an EUR 80,000 project plus EUR 12,000 of annual maintenance, payback comes in just over 7 months. A CAFM at EUR 15 per site would have cost EUR 10,800 a year in licences, but per-client SLAs and multi-format reports would have required unplanned custom work.

FAQ

How much does facility management software for 60 sites cost in 2026?

Off-the-shelf CAFM runs at EUR 8 to 20 per site per month, EUR 5,760 to 14,400 a year for 60 sites, plus EUR 10,000 to 30,000 of setup. A custom build is in the range of EUR 45,000 to 95,000 ex VAT, with no recurring licence.

How long does deployment take?

Allow 4 to 7 months for a custom project, including 4 to 6 weeks to map contracts and SLAs. Rollout works best site by site, starting with your 10 most demanding clients.

Will field staff actually use the app?

Yes if it fits in 3 screens and works offline. Successful projects reach 95% of jobs closed on mobile within 2 months, provided team leaders are trained first.

How are statutory inspections handled?

The software creates each visit at its legal frequency and alerts 30 days before the due date. Certificates from accredited inspectors are attached to the asset and visible to the client, which helps during insurer and HSA audits.

Can we migrate our spreadsheet history?

Yes, migration usually covers 2 to 3 years: sites, assets, contracts and jobs. Allow 2 to 4 weeks of data cleaning, often the most underestimated task.

Let's scope your project. We map your contracts, SLAs and client reports with you, then deliver a site-by-site rollout plan over 4 to 7 months. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.