The verdict in three sentences
A dealer extranet for a farm equipment manufacturer costs between EUR 35,000 and 80,000 excluding tax in 2026, plus an ERP integration (SAP Business One, Sage X3) of EUR 8,000 to 20,000. The project ships in 4 to 6 months and aims to cut warranty processing from 12 to 3 days. The return comes mostly from faster parts orders and better documented warranty claims.
The building blocks of a dealer extranet and their cost
With 140 dealers, emails, spreadsheets and calls to the after-sales team create duplicates, rush parts orders and warranty claims rejected for lack of photos. The extranet centralises these flows in a single space, with permissions per dealership and per technician.
| Module | Indicative cost | Timeline | Main benefit |
|---|---|---|---|
| Core: dealer accounts, roles, dashboard | EUR 10,000 to 18,000 | 4 to 6 weeks | Secure access per dealer and technician |
| Warranty claims with photos and serial number | EUR 8,000 to 15,000 | 3 to 5 weeks | Complete files on first submission |
| Spare parts catalogue with exploded views | EUR 7,000 to 20,000 | 3 to 6 weeks | Fewer part number errors |
| Parts ordering and delivery tracking | EUR 5,000 to 12,000 | 2 to 4 weeks | Better dealer stock control |
| Technical library (manuals, service bulletins) | EUR 3,000 to 7,000 | 1 to 3 weeks | No more PDFs sent by email |
| After-sales statistics and failure rates | EUR 2,000 to 8,000 | 1 to 3 weeks | Quality feedback to engineering |
| SAP Business One or Sage X3 integration | EUR 8,000 to 20,000 | 4 to 8 weeks | Stock, prices and credit notes in sync |
A basic extranet (core, warranties, library) starts around EUR 35,000. The full version with illustrated catalogue, ordering and statistics reaches EUR 70,000 to 80,000, excluding ERP integration.
Before and after: what changes for after-sales
| Indicator | Before (email and spreadsheet) | After extranet | Change |
|---|---|---|---|
| Average warranty processing time | 12 days | 3 days | -75% |
| Incomplete warranty claims | 35 to 45% | 5 to 10% | -30 points |
| Inbound after-sales calls per week | 180 to 220 | 90 to 120 | about -45% |
| Part number errors on orders | 6 to 8% | 1 to 2% | -5 points |
| Order entry time for one assistant | 20 hours per week | 6 hours per week | -14 hours |
| Dealer stock visibility | None | Real time via ERP | New |
These are 2026 ballpark figures seen on networks of 80 to 200 dealers. The gain depends heavily on the quality of item data in the ERP, which should be audited before launch.
Typical 4 to 6 month schedule
The project follows a classic breakdown: 3 weeks of scoping with 5 to 8 pilot dealers, 10 to 16 weeks of development in 2-week sprints, 3 weeks of acceptance testing, then rollout in waves of 30 to 40 dealers. Plan a one-hour online training per dealership and a video guide for workshop technicians.
Mini case study
Ryan, after-sales director at a haying equipment manufacturer near Toronto, handles 2,400 warranty claims a year. Each file takes 1.5 hours of back-and-forth on average, or 3,600 hours a year. With the extranet, he targets 0.5 hour per file, saving 2,400 hours. At EUR 42 per loaded hour, the gain reaches EUR 100,800 a year.
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The chosen budget is EUR 62,000 for the extranet and EUR 14,000 for the Sage X3 integration, so EUR 76,000, plus EUR 900 a month for maintenance and hosting. Net first-year gain: 100,800 - 10,800 = EUR 90,000, which pays back the investment in about 10 months, before counting fewer rejected warranty claims.
FAQ
Can we start without the ERP integration?
Yes, with a daily CSV file import, for about EUR 2,000. It is a good interim step, but stock and credit notes are then only updated once a day.
Do technicians need a mobile app?
A responsive web version is enough in 80% of cases. An installable app (PWA) with offline mode adds EUR 6,000 to 12,000 and is mainly useful for on-farm repairs without coverage.
How are permissions handled between dealers?
Each dealer only sees its own machines, warranties and orders. Distributors or multi-site groups get a consolidated view, configured in 2 to 4 days of development.
Where is the data hosted?
In Canada or the EU, with an ISO 27001 certified host. Allow EUR 150 to 400 a month depending on the volume of photos and technical documents.
What maintenance budget should we plan?
About 15% of the initial cost per year, so EUR 9,000 to 12,000 for a EUR 70,000 extranet, including fixes, security and minor improvements.
Let's scope your project. Tell us about your dealer network, your ERP and your current warranty process, and we will price an extranet between EUR 35,000 and 80,000 with a 4 to 6 month 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.
